Office Support Specialist I, Metro North Site Office

Commonwealth of Massachusetts • Wakefield, MA

1d

About The Position

The Office Support Specialist I provides administrative support functions for the site Director and Case Management Staff. The ideal candidate will be responsible for preparing, analyzing correspondence, reports and various confidential documentation. They will oversee the smooth flow of the office and provide supervision to clerical staff.
Please Note: This position is full time, 37.5 hours per week. Days off are Saturday and Sunday

Requirements

• Ability to communicate effectively include providing oral and written instructions in a precise, understandable manner.
• Ability to use proper grammar, punctuation and spelling as well as writing concisely and clearly while developing ideas in logical sequence.
• Ability to be decisive, make recommendations, multi-task and prioritize.
• Ability to prepare documents and reports accurately.
• Ability to assist customers of diverse ethnic, cultural or economic backgrounds.
• Knowledge of Outlook, Microsoft Office, including Word, Excel and Access to develop reports, retrieve and track data, create and manage databases and spreadsheets.
• 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.

Nice To Haves

• Excellent Organizational skills
• Demonstrate resourcefulness and attention to detail
• Ability to prioritize and handle multiple tasks
• Excellent communication and interpersonal skills
• Given the population served, bilingual or multilingual fluency

Responsibilities

• Performs administrative support tasks that include the appropriate processing of confidential information, scheduling meetings and appointments, responding to inquiries and providing information to internal and external contacts.
• Responsible for organizing and setting appointments for the Site Director. This includes assisting in preparation of daily meeting scheduling, and preparing or retrieving information needed for meetings.
• Processes Personnel Transaction Forms and assists with onboarding and offboarding employees.
• Processes incoming documents, memoranda, packages, etc. to ensure prompt receipt by appropriate person and accessibility in filing system.
• Participates in the recruitment, hiring and training of Site Clerk. Supervises Clerk and conducts evaluation of performance and approvals of times.
• Records and distributes meeting minutes, generates meeting agenda, forms, fiscal data, charts, and reports utilizing computer skills.
• Organizes and maintains file systems (electronic and hard files) for client records, contract documents, resource information and operates and maintains office equipment (computer and copier/fax) and assists staff with utilization of computer, copier/fax.
• Assists with special projects and reports by maintaining written and electronic records and organizing data to manage and retrieve information in requested formats and ensure its accessibility including archiving physical records on a scheduled basis.
• Creates and maintains databases and spreadsheet files.
• Provides back-up support to clerical staff. Receives visitors and answers telephone; provides general information to callers and visitors.
• Responsible for ordering office supplies as well as maintaining organized supply closet. Monitors office supply budget for postage, supplies and travel through database spreadsheet.
• Reviews of travel vouchers submitted to clerical staff to ensure completion according to Area Office procedure. Provides back-up travel voucher support as required.
• Organizes, prioritizes and distributes work to clerical staff to ensure telephone coverage and timely, accurate completion of all site office typing, copying, faxing, scanning and filing.

Benefits

• 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.
• Want the specifics? Explore our Employee Benefits and Rewards!

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree