Administrative Support Specialist I

Massachusetts Department of Public Health; Wrentham (MA); On-site; USD 58,000 - 82,000; Full time

Job summary

The Massachusetts Department of Public Health is seeking an Office Support Specialist I for the Commonwealth's DDS-related operations in Wrentham, MA. This full-time role supports the Assistant Facility Director, handles information flow, documents, meetings, and reporting tasks with a focus on organization and accuracy.

Primary duties include maintaining databases and forms, coordinating communications with outside agencies, preparing meeting materials, and processing purchase orders.

Qualifications

• Proficient with Microsoft Office Suite, specifically Excel/Access/Word.
• Excellent organizational and communication skills.

Responsibilities

• Organize flow of information in/out of Assistant Facility Director’s office.
• Maintain and monitor databases, project files, forms, prepare documents and mailings, and reminder notices/calls to confirm scheduled meetings.
• Serve as a liaison between Assistant Facility Director and outside agencies and a resource to Unit Directors and Department Heads.
• Design and develop project specific Access databases, Excel spreadsheets, Word forms, Publishing software and Adobe Writer; generate reports based on compiled data.
• Answer and screen telephone calls; triage routine information to the appropriate team member.
• Schedule and prepare meeting materials and agendas; record and transcribe minutes for the Assistant Facility Director’s review.
• Process and track purchase orders for Consumer Funds and State Fund purchases.
• Receive and disseminate incoming mail, scans, faxes, memorandum, e-mail, etc.
• Draft, edit, and type materials.
• Operate standard office machines and equipment; ensure ongoing functionality.
• Assist the Assistant Facility Directors in organizing special functions, meetings, mailings, and ordering supplies.

Skills

Excel

Access

Word

Organizational skills

Communication skills

Job description

The Massachusetts Department of Public Health is seeking an Office Support Specialist I for the Commonwealth's DDS-related operations in Wrentham, MA. This full-time role supports the Assistant Facility Director, handles information flow, documents, meetings, and reporting tasks with a focus on organization and accuracy.

Primary duties include maintaining databases and forms, coordinating communications with outside agencies, preparing meeting materials, and processing purchase orders.