Office Support Specialist I

Job Description

The Department of Fire Services provides firefighter training, public education, fire prevention, code enforcement, licensing, fire investigation, hazardous material response, and emergency response. The agency is comprised of the following business areas: the Office of the State Fire Marshal (Legal, Public Information, Fire Investigation Unit, Cigarette Compliance, Information Technology, and Grants), the MA Firefighting Academy, the Hazardous Materials Response Division, the Fire Safety Division, and the Administrative Services Division (Human Resources, Fiscal and Capital Asset Management). The agency's headquarters are in Stow, MA, with regional facilities in Springfield MA and Bridgewater MA.

The MA Firefighting Academy is seeking to fill one vacancy on their registration team. The position provides administrative support to training program coordinators and assist in scheduling, student application and registration and student record-keeping. Major duties and responsibilities include:

• Process student registrations for courses, certification exams and other learning activities; verify that prerequisites are met and all supporting documentation is complete; contact students if needed for additional information or clarification.
• Assist with validation of training sessions created by program coordinators.
• Assist in maintaining the accuracy of the Learning Management System (LMS) database activity file information including: status, file attachments, member/non-member costs, OEMS, FCC & FPO hours, prerequisites, equivalencies, certificates, and evaluations.
• Manage LMS session features including; wait lists, session status, capacity, reserved seats, deadlines, evaluations.
• Provide information to program coordinators for priority course selections.
• Liaison to crib room staff for resolution of equipment and resource conflicts.
• Assist program coordinators with session changes and cancellations.
• Apply proper student attendance status from the course roster.
• Close training sessions upon course completion.
• Provide student training history upon request.
• Additional duties that may be required for the program area(s) assigned; i.e., coordination of orientations and/or graduation ceremonies, tracking student data, scheduling and scoring exams.
• Draft, prepare and send correspondence (written and electronic).
• Prepare and analyze reports.
• Provide customer service and respond to inquiries relative to the Learning Management System (externally and internally); and perform related work as required.
• Provide administrative support to the Registration Coordinator as needed for, but not limited to, budgeting, statistical reporting and special projects.
• Ensure that work processes are in compliance with policies and regulations established by authorities such as Massachusetts General Law, the Massachusetts Fire Training Council, and the ProBoard.
• General office duties as required by the division; ordering supplies, and updating forms.
• Provide backup to other registration staff.

*A cover letter and resume expressing your interest in this position must be submitted as part of the application process. These documents must be specifically attached to the job requisition for which you are applying.

Qualifications

First consideration will be given to those applicants that apply within the first 14 days.

Office Support Specialist I:

Applicants must have at least (A) two years of full-time, or equivalent part-time, experience in administrative work experience or (B) any equivalent combination of the required experience and the substitutions below:

Substitutions:

I. An Associate's or higher degree with a major in business administration, business management or public administration may be substituted for the required experience.

II. An Associate's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience.

Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

Educational substitutions will only be permitted for a maximum of two years of the required experience.

Comprehensive Benefits

When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future.

Want the specifics? Explore our Employee Benefits and Rewards!

The primary work location for this role will be at the DFS Stow MA campus. Where appropriate, DFS offers a hybrid work model, consisting of in-office and telework to further enhance the work/life balance of its employees. The successful candidate would be required to work primarily on site during initial training and orientation period before telework may be offered and/or for certain positions, telework may not be appropriate.

An Equal Opportunity / Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.

The Commonwealth is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, disability, national origin, veteran status, or any other basis covered by appropriate law. Research suggests that qualified women, Black, Indigenous, and Persons of Color (BIPOC) may self-select out of opportunities if they don't meet 100% of the job requirements. We encourage individuals who believe they have the skills necessary to thrive to apply for this role.