Receptionist

Dutech Systems; Worcester (MA); Hybrid; USD 38,000 - 56,000; Full time

Job summary

Dutech Systems is seeking an Administrative Assistant / Office Support Specialist to provide front-office, clerical, records management, and data entry support in a fast-paced, customer-facing environment.

You will greet visitors, answer calls, process mail, prepare forms, maintain records, and help with office operations with accuracy and discretion.

Qualifications

• 3+ years of administrative/office experience.
• Strong written and spoken English.
• Excellent attention to detail and accuracy.
• Proficient with Word and Excel.
• Ability to handle confidential information.

Responsibilities

• Greet and assist visitors per procedures.
• Answer calls, provide routine information, redirect as needed.
• Process incoming mail and packages; prepare standard documents.
• Review forms and correspondence for accuracy and completeness.
• Maintain and organize records; file and retrieve documents.
• Scan and index documents using Captiva; support data entry.

Skills

Microsoft Word

Microsoft Excel

Data entry

Customer service

Education

High school diploma or GED

Tools

Captiva

Job description

We are seeking a dependable and organized Administrative Assistant / Office Support Specialist to provide front-office, clerical, records management, data entry, and administrative support. The ideal candidate will have strong communication skills, attention to detail, and the ability to work accurately in a fast-paced, customer-facing environment.

Key Responsibilities

• Greet and assist members and visitors according to established procedures.
• Answer telephone calls, provide routine information, and redirect calls as appropriate.
• Receive, open, date-stamp, sort, and distribute incoming mail, packages, and messages.
• Prepare standardized forms, correspondence, letters, spreadsheets, charts, lists, and memoranda.
• Review applications, forms, documents, and correspondence for accuracy and completeness.
• File and retrieve records using established classification and filing procedures.
• Scan and index documents using the Captiva document management system.
• Retrieve information from computer systems and respond to routine inquiries.
• Perform data entry and maintain accurate logs, records, spreadsheets, and databases.
• Maintain daily activity and workflow logs for assigned tasks.
• Operate standard office equipment, including computers, printers, copiers, fax machines, postage equipment, telephones, and shredders.
• Provide basic guidance to staff on the use of standard office equipment.
• Maintain office supply inventory and assist with ordering supplies.
• Prepare and submit supply requisitions as needed.
• Compile information and data for office and agency reports.
• Communicate with internal and external contacts through email and other communication systems.
• Coordinate schedules, breaks, lunches, leave coverage, and duty assignments to maintain adequate office coverage.
• Assist with production schedules, quality control procedures, performance standards, and workflow processes.
• Maintain confidentiality and handle sensitive records appropriately.
• Work collaboratively with team members and share responsibility for assigned tasks.
• Perform other administrative and clerical duties as assigned.

Required Qualifications

• Minimum of 3 years of full-time or equivalent part-time office/administrative experience, or an equivalent combination of education and experience.
• Strong computer skills with working knowledge of Microsoft Word and Excel.
• Ability to read, write, and comprehend English effectively.
• Strong grammar, spelling, punctuation, and written communication skills.
• Ability to follow written and verbal instructions.
• Strong attention to detail and accuracy when working with names, numbers, codes, and records.
• Knowledge of general office practices, correspondence, filing, record keeping, and office equipment.
• Strong verbal communication and interpersonal skills.
• Ability to establish and maintain positive working relationships.
• Ability to work effectively in a fast-paced, front-facing environment.
• Strong organizational and time-management skills.
• Ability to exercise sound judgment and handle routine issues professionally.
• Ability to lift and move up to 35 pounds.

Preferred Qualifications

• High school diploma, GED, or equivalent.
• Commercial/business or vocational/technical education.
• Business or secretarial school training.
• Experience working in a government, public-sector, benefits, social services, or similarly regulated office environment.
• Experience with document scanning and electronic records management systems.
• Experience with Captiva or similar document management platforms.