Office Support Specialist I

Commonwealth of Massachusetts•Tewksbury, MA

4d•Onsite

About The Position

Tewksbury Hospital is seeking an Office Support Specialist to support the Public Safety & Security and Communications Departments in carrying out critical functions that help maintain a safe, secure, and well-organized healthcare environment. As part of the Massachusetts Department of Public Health (DPH), Tewksbury Hospital provides essential healthcare and support services to individuals across the Commonwealth. This role serves as an important administrative resource, helping to coordinate daily operations, maintain key records and systems, and support communication and collaboration across multiple departments and stakeholders. The selected candidate will have the opportunity to work in a fast-paced healthcare setting where strong organization, attention to detail, and customer service skills directly contribute to hospital operations. This position offers valuable exposure to public safety, security, communications, and administrative functions while supporting initiatives that impact employees, patients, visitors, and partners throughout the facility. Individuals who enjoy managing multiple priorities, interacting with diverse audiences, and contributing to mission-driven public service will find this role both rewarding and meaningful.

Requirements

Ability to prepare accurate documentation, reports, and correspondence while expressing ideas clearly and logically in writing.
Capacity to multitask, prioritize assignments, and manage competing responsibilities in a fast-paced environment.
Skilled in following established policies, procedures, and guidelines while exercising sound judgment and making appropriate recommendations.
Competent in working independently and collaboratively while demonstrating strong organizational and customer service skills.
Two years of full-time, or equivalent part-time, experience in administrative work experience or any equivalent combination of the required experience and the substitutions below:
An Associate's or higher degree with a major in business administration, business management or public administration may be substituted for the required experience.
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

Experience with administrative support functions within a healthcare, public safety, security, or government environment.
Demonstrated experience coordinating meetings, schedules, calendars, and departmental activities involving multiple stakeholders.
Knowledge of records management practices, document retention requirements, and confidential information handling procedures.
Familiarity with purchasing, invoice processing, procurement documentation, and related administrative business functions.
Strong understanding of database management, data tracking, reporting, and maintaining accurate electronic records.
Proven ability to provide exceptional customer service to individuals from diverse backgrounds while managing sensitive inquiries professionally.
Demonstrated capacity to identify administrative process improvements and support operational efficiency initiatives.
Proficiency with Microsoft Office Suite, particularly Word, Excel, Outlook, SharePoint and Teams.

Responsibilities

Provide administrative support to the Public Safety & Security and Communications Departments.
Coordinate with external Access Control System vendors to order supplies and support the maintenance of hospital access systems.
Maintain, track, and compile monthly statistics and prepare Environment of Care reports and other departmental reports as assigned.
Process and maintain employee identification badge and parking permit applications for new hires, transfers, resignations, name changes, and terminations, including completion of required documentation and data entry.
Screen and direct departmental phone calls and inquiries in a professional and timely manner.
Maintain departmental records, files, correspondence, and documentation in accordance with organizational policies and applicable regulations.
Coordinate and handle departmental schedules, meetings, appointments, and interviews for administrative staff.
Assist with the preparation and processing of purchase orders, invoices, and procurement documentation.
Serve as Hiring Manager Assistant within the MassCareers system.
Respond to inquiries from staff, vendors, visitors, and external agencies and direct communications to appropriate personnel.
Schedule and attend meetings; prepare agendas and record meeting minutes as required.
Utilize Microsoft Office Suite applications to generate reports, compile data, and maintain database records.
Organize and maintain detailed filing systems to ensure accurate recordkeeping and efficient retrieval of information.
Perform additional related duties as assigned to support departmental operations and organizational objectives.