Job Description

The Massachusetts Department of Public Health (DPH) seeks an experienced individual to perform in-office administrative activities in support of the Division of STD Prevention and HIV Surveillance (DSTDP) and the Sylvie Ratelle STD/HIV Prevention Training Center (Ratelle PTC). This includes providing support to surveillance, field and clinical units, as needed. The individual will answer telephone calls for the DSTDP Division phone lines and triage phone calls from providers and the public. The individual will respond to inquiries from the public and from professional organizations regarding DSTDP services, policies, resources and trainings. Other duties include the following: collecting, organizing and distributing in-coming and out-going mail; maintaining all office equipment, furniture, program files and records in an organized manner; assisting with submission of state forms such as the travel reimbursement forms and PARS forms. The individual will order office supplies and create inventory logs for supplies, enter tickets for facilities requests, and maintain in-office equipment. The individual will also assist with network onboarding process and software purchases. This position also enters data for infectious disease reports, and assists with other office surveillance related activities as back up, as needed.

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Duties and Responsibilities (these duties are a general summary and not all inclusive):

• Serve as primary point of contact for Division of STD Prevention and HIV Surveillance administrative office needs.
• Answer and triage Division telephone calls.
• Collect incoming and outgoing mail for DSTDP, daily.
• Arrange and coordinate virtual meetings, calls, and in-person meetings as needed.
• Execute, receive, and track all orders, including print, and supply purchases for office.
• Support office space logistics/planning as needed and organize materials.
• Serve as the point-of-contact for on-site urgent response, i.e. facility issues that require immediate action by custodial personnel and staff accounting during fire drills.
• Maintain on-site office equipment including electronic equipment such as laptops, computers, printers, and scanners.
• Maintain records for staff information including the staff phone and email spreadsheets, list-serves, and onboarding / offboarding related materials; i.e. support with smartsheets, IT requests.
• Assist with scheduling meetings and sending calendar invites for appointments.
• Assist program staff with document development and review for presentations. This may include updates to phone lists, assisting with formatting documents, updating PTC evaluation surveys, other.
• Oversee administrative processes that are routinely renewed, including authorization letters, field letters, and business cards.
• Provides technical assistance to DSTDP staff with relevant software tools and applications including applications used by the Commonwealth such as MS Office suite, OneNote, Robin and Jabber, if requested.
• Create Power Point slides, Word documents, Excel workbooks, charts and spreadsheets for DSTDP/Ratelle PTC projects, as required.
• Collect and collate DSTDP/Ratelle PTC out of state travel requests and reimbursements, and submit appropriately.
• Ensure accurate submission for Personnel Activity Reports (PARS).
• Assist with delivery of condoms or other medical supplies as requested.
• Provide administrative support to Ratelle PTC Director and Deputy Director. This may include communication with PTC faculty, meeting coordination, posting, collating, and collecting training evaluation material.
• Perform a variety of tasks necessary for surveillance, reporting and control of communicable diseases, such as review of reports, identification of duplicate records, correcting addresses on disease report correspondence, requesting patient records, and creating events in MAVEN from faxed lab results.
• Provide back up support to the Public Health Nurse II for the Bicillin Delivery program, as needed for non-clinical tasks such as assisting with data entry, inventory tracking, administrative aspects of medication ordering, oversight/temperature checks of medication storage fridge, and receipt of deliveries.

Required Qualifications:

• Capacity to show discretion and maintain the confidentiality of sensitive information.
• Knowledge of work simplification methods.
• Knowledge of the methods used in the preparation of charts, graphs and tables.
• Potential to gather information through questioning individuals and by examining records and documents.
• Skilled to analyze and determine the applicability of data, to draw conclusions and to make appropriate recommendations.
• Capable to write concisely, to express thoughts clearly and to develop ideas in logical sequence.
• Able to communicate effectively in oral expression.
• Ability to assemble items of information in accordance with established procedures.

Preferred Qualifications:

• Ability to multi-task, prioritize, and meet deadlines.
• Experience answering phones and triaging calls in a busy office environment.

About the Bureau of Infectious Disease and Laboratory Sciences (BIDLS):

The DPH Bureau of Infectious Disease and Laboratory Sciences (BIDLS), predominantly located in Jamaica Plain, provides public health response to infectious disease. These services include programmatic and epidemiologic response, as well as laboratory testing through the State Public Health Laboratory (SPHL).

Infectious disease response services address concerns of the general public as well as those disproportionately affected by infectious disease through a variety of risk factors. BIDLS administers ongoing disease reporting for over 90 reportable diseases in the state. Disease reporting review and follow-up with clinical providers and local boards of health is a central function of the bureau. Surveillance activity is complemented by an extensive contracted service system. These services are funded through state and federal resources and include prevention education, community outreach screening for infectious disease, immunization services, health service navigation, medical case management, insurance enrollment, housing assistance, and referral and linkage to infectious disease treatment.

The SPHL provides scientific expertise and capacity to identify infectious agents, chemical agents, and other toxins that cause human disease. The SPHL is an active partner in joint activities with other bureaus/agencies such as environmental health, food and drug, agriculture, disease prevention and health promotion programs, and public safety. The SPHL is a reference laboratory of the national Laboratory Response Network (LRN) and is a U.S. Centers for Disease Control and Prevention (CDC) Select Agent laboratory. SPHL staff work closely with laboratory and disease prevention programs at the CDC, and partners with the U.S. Department of Homeland Security (DHS).

About the Department of Public Health:

The mission of the Massachusetts Department of Public Health (DPH) is to prevent illness, injury, and premature death, to assure access to high quality public health and health care services, and to promote wellness and health equity for all people in the Commonwealth.

We envision a Commonwealth in which all people enjoy optimal health. Massachusetts ranks among the healthiest of states according to comparative analyses, but we face numerous challenges, including chronic and infectious disease, substance abuse, violence, preventable hospitalizations, and health disparities.

DPH coordinates programs and policies to address specific diseases and conditions and offer services to address the needs of vulnerable populations. We also develop, implement, promote, and enforce regulations and policies to assure that the conditions under which people live are most conducive to health and enable people to make healthy choices for themselves and their families. We license health professionals, healthcare facilities and a variety of businesses that impact public health. We operate the state laboratory and four public health hospitals. We monitor health status and manage vital records including births, marriages and deaths. We educate people about public health issues and work closely with local boards of health and community partners to identify and solve public health problems.

More information can be found at: \xe2\x80\x8b

Pre-Hire Process:

A criminal background check will be completed on the recommended candidate as required by the regulations set forth by the Executive Office of Health and Human Services prior to the candidate being hired. For more information, please visit

Education, licensure, and certifications will be verified in accordance with the Human Resources Division\xe2\x80\x99s Hiring Guidelines.

Education and license/certification information provided by the selected candidate(s) is subject to the Massachusetts Public Records Law and may be published on the Commonwealth\xe2\x80\x99s website.

If you require assistance with the application/interview process and would like to request an ADA accommodation, please click on the link and complete the

For questions regarding this requisition, please contact the Executive Office of Health and Human Services Human Resources at 1-800- 510-4122 Ext. #2.

Qualifications

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

MINIMUM ENTRANCE REQUIREMENTS: Applicants must have at least (A) two years of full-time, or equivalent part-time, professional, administrative or managerial experience in business administration, business management or public administration the major duties of which involved program management, program administration, program coordination, program planning and/or program analysis, or (B) any equivalent combination of the required experience and the substitutions below.

Substitutions:

I. A Bachelor\'s or higher degree with a major in business administration, business management or public administration may be substituted for the required experience.*

II. A Bachelor\'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.

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.

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COVID Vaccine: As a condition of employment, depending on job assignment and location, employees may be required to have received COVID-19 vaccination and/or other vaccinations, or to have been approved for a vaccination exemption prior to their start date. Details relating to demonstrating compliance with this requirement will be provided to applicants selected for employment.

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.

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