Licensure Unit Office Support Specialist

Commonwealth of Massachusetts

Marlborough (MA)

Hybrid

USD 58,000 - 82,000

Full time

3 days ago

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Job summary

Commonwealth of Massachusetts is seeking a diligent Office Support Specialist to provide administrative and technical support to the Licensure Unit within the Bureau of Heath Care Safety and Quality. You will prepare reports, proofread correspondence, and respond to inquiries related to regulatory, inspection and investigation activities.

The role supports Marlborough office operations, maintains licensure databases, and collaborates with unit managers and staff to ensure accurate records and

Qualifications

Two years of full-time administrative work experience or equivalent required.
Ability to prepare documents and reports accurately.
Experience handling regulatory and public records activities is a plus.

Responsibilities

Prepares, proofs, and edits correspondence related to regulation and inspections.
Coordinates unit activities for regulatory documentation processing.
Ensures submissions are complete and compliant with regulatory requirements.
Responds to inquiries and liaises with providers and other agencies.
Updates and maintains state and federal databases for regulatory activities.
Maintains paper and electronic files in compliance with guidelines.
Tracks public records requests under Public Records Law.

Skills

Concise writing

Grammar and spelling

Decision making

Multi-tasking

Document/report preparation

Customer service

Adherence to guidelines

Software literacy (word processing, sp

Education

Associate's degree in business administration

Associate's degree in other fields (substitution)

Tools

Microsoft Office (Word, Excel, PowerPoint)

Job description

An Official website of the Commonwealth of Massachusetts

Job Description - Licensure Unit Office Support Specialist (260005RK)

Job Description

Description

The Bureau of Heath Care Safety and Quality (BHCSQ) is seeking a qualified individual to provide programmatic support to the Division’s Licensure Unit. The Office Support Specialist supports the effective operation of the Division through administrative and technical support to the unit manager, supervisors and staff. Prepares reports, proofreads correspondence and responds to inquiries regarding regulatory, inspection and investigation activities, including public record requests. Supports operation of the Bureau’s Marlborough office and works closely with managers and supervisors throughout the Division to maintain licensure and federal certification databases in an accurate and up to date manner.

The ideal candidate will have experience working in a health care setting as well as an understanding of the regulations and policies that apply to health care facilities in Massachusetts.

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

Prepares, proofreads, and edits correspondence related to regulation, inspection and investigation of health care providers and suppliers.
Coordinates unit activities regarding the distribution, review and processing of regulatory, inspection and investigation documentation related to health care providers.
Ensures incoming submissions are accurate, complete and compliant with regulatory requirements and Division protocols.
Responds to external inquiries, provides information and, as needed, liaisons with providers and other agencies to obtain missing information.
Issues approvals once all regulatory requirements have been met and updates tracking database and files.
Processes updates and maintains state (HCFRS, FMF) and federal (ACO, iQIES) databases for regulatory, inspection and investigation activities.
Uses inspection and investigation databases to document inspection and investigation data, ensure timeliness of activities and maintain complete information on Division survey activities.
Responds to internal and external consumer inquiries related to regulatory, inspection and investigation findings.
Coordinates within the Unit to maintain both paper and electronic files of the Division in compliance with applicable guidelines and standards.
Supports Division compliance with the Public Records Law (MGL Chapter 66, Section 10) by tracking and responding to public record requests in coordination with unit and Division staff.
Provides administrative and technical support primarily to Licensure Unit managers, supervisors and staff.
As assigned, works with Division staff to coordinate provision of administrative and technical support to the Division’s Complaint and Certification Units.
Retrieves all licensure voicemails from the licensure unit voicemail box and emails the appropriate staff member in the unit.

Required Qualifications:

Capacity to write concisely, express thoughts clearly and develop ideas in a logical sequence.
Ability to use proper grammar, punctuation and spelling.
Ability to make recommendations.
Ability to multi-task and prioritize.
Capacity to prepare documents and reports accurately.
Ability to assist customers of diverse backgrounds.
Ability to follow guidelines and procedures.
Knowledge of software applications including word processing, spreadsheets and database management.
Ability to work independently and in teams.
Strong organizational skills.

Preferred Qualifications:

Proficiency with Microsoft Office, especially Word, Excel, and PowerPoint.
Self-starter with excellent organizational skills, and the ability to prioritize work assignments independently.

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.

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 http://www.mass.gov/hhs/cori

Education, licensure and certifications will be verified in accordance with the Human Resources Division's Hiring Guidelines.

Education and license/certification information provided by the selected candidate(s) is subject to the Massachusetts Public Record Law and may be published on the Commonwealth's website.

For questions regarding this requisition, please contact the Executive Office of Health and Human Services Human Resources at 1-800- 510-4122 Ext. #4.

Qualifications

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.

Salary placement is determined by a combination of factors, including the candidate’s years of directly related experience and education, and alignment with our internal compensation structure as set forth by the Human Resources Division’s Hiring Guidelines. For all bargaining unit positions (non-management), compensation is subject to the salary provisions outlined in the applicable collective bargaining agreement and will apply to placement within the appropriate salary range.

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.

An Equal Opportunity / Affiant & Threshold 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.

Primary Location

United States-Massachusetts-Marlborough - 67 Forest Street

Job

Administrative Services

Agency

Department of Public Health

Schedule

Full-time

Shift

Day

Job Posting

Aug 24, 2026, 2:25:42 PM