Administrative Office Support Specialist I

Commonwealth of Massachusetts; Boston (MA); On-site; USD 58,000 - 82,000; Full time

Job summary

The Commonwealth of Massachusetts, MCAD, is seeking an Office Support Specialist I to provide administrative and reception support for the Investigations Division. The role maintains files, answers the main switchboard, handles mail, enters complaints into CCMS, and assists with intake scheduling, serving notices, and related duties in a on-site Boston office.

Ideal candidates will have strong Microsoft Office skills, experience with databases, and the ability to communicate clearly with the

Qualifications

• Knowledge of English language, including spelling, word meaning, and word usage.
• Proficiency with Microsoft Word, Outlook and Excel.
• Experience using database programs.
• Ability to use virtual meeting platforms such as Zoom or Teams.
• Demonstrated ability to work remotely.
• Ability to understand and apply the laws, rules, policies and procedures governing assigned unit activities.
• Ability to assemble items of information in accordance with established procedures.
• Ability to maintain accurate records.
• Ability to communicate effectively in oral expression.
• Ability to deal tactfully and respectfully with others.
• Skill in operating general office machines and equipment such as photocopiers, other copying machines, scanners, file retrieval equipment, central console telephone systems, perforators, folders, electric staplers, shredders, or similar equipment.
• Ability to explain the laws, rules, policies, and procedures governing assigned unit activities.
• Ability to give written and oral instructions in a precise, understandable manner.
• Ability to communicate effectively in verbal and written expression.

Responsibilities

• Assists parties with questions about CCMS to assist with filing complaints and registration for MCAD Case Portal.
• Composes, serves, and files correspondence; serves complaints and documents on parties through CCMS or other approved means.
• Provides coverage for and assists team members with work-related duties when requested.
• Assists Preliminary Investigations by contacting parties to obtain updated email addresses and contact information for service through CCMS.
• Maintains MCAD approved information sheets to hand out or mail.
• Provides reception support to the agency’s receptionist in the Boston office and serves as a primary receptionist when needed.
• Assists with receiving and distributing incoming mail, memoranda, packages, etc., to appropriate individuals.
• Reviews and properly enters complaints into the CCMS.
• Locates and gathers information from records using CCMS to respond to inquiries or requests by supervisor.
• May answer the agency’s main switchboard, route calls and requests for case status to appropriate staff, and answer general questions about agency procedures.
• Greets people at the agency’s main desk; ensures reception area is orderly and individuals are assisted promptly and professionally.
• Follows front desk protocols, including obtaining supervisor or security assistance when needed.
• Contacts parties or witnesses as assigned by supervisors or managers.
• Prepares standardized forms such as receipts.
• Operates standard office machines and equipment.
• Review forms, lists, documents, correspondence and/or complaints for accuracy and completeness.
• Perform typing functions such as typing forms, routine correspondence, envelopes, labels, index cards.
• Maintain records according to established procedures to ensure accurate and complete information.
• Notify appropriate parties of meetings and conferences.
• Compile statistical information for reports of agency activities.
• Perform typing functions requiring the ability to produce letters and memoranda.
• All other related duties as assigned.

Skills

MS Office

English proficiency

Database experience

Remote work ability

Communication skills

Record keeping

Customer service

Tools

CCMS

Copiers/Scanners

Job description

The Commonwealth of Massachusetts, MCAD, is seeking an Office Support Specialist I to provide administrative and reception support for the Investigations Division. The role maintains files, answers the main switchboard, handles mail, enters complaints into CCMS, and assists with intake scheduling, serving notices, and related duties in a on-site Boston office.

Ideal candidates will have strong Microsoft Office skills, experience with databases, and the ability to communicate clearly with the