Office Support Specialist I

Commonwealth of Massachusetts • Boston, MA

5d

About The Position

The Office Support Specialist I provides administrative and operational support to the Division of Standards. This role is responsible for maintaining electronic and paper records, processing licensing and registration requests, and supporting public-facing services. The incumbent assists with tracking licensing activity and outstanding fines, prepares correspondence and reports, and responds to inquiries via phone, email, and in person. The position also supports maintenance of the Division’s website and performs related administrative duties as required.

Requirements

• 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:
• 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

• Strong organizational skills.
• Excellent communication and customer service skills.
• Ability to multi-task.
• Strong clerical abilities.
• Absolute attention to detail.
• Strong computer skills, including experience with Microsoft Office Suite products.
• Data entry experience.
• Ability to complete tasks efficiently and effectively in a busy office environment.
• Ability to assist customers of diverse backgrounds.
• Ability to follow guidelines and procedures.
• Knowledge of Microsoft Office Suite and software programs necessary to support the Division.
• Ability to become well versed with the Divisions electronic databases and licensing software and guide others in using Division’s licensing and other software and hardware.
• Ability to work independently and in teams.
• Great time management skills.
• Great organizational skills.
• Strong interpersonal skills and an ability to collaborate with staff at all levels

Responsibilities

• Maintain and organize electronic and physical records, including licensing and complaint files.
• Process license applications, registrations, and related documentation.
• Track and manage records related to fines, complaints, and licensing activity.
• Receive, screen, and respond to telephone calls, emails, mail, and in-person inquiries; refer complex matters as appropriate.
• Provide customer service to the public, licensees, and internal staff.
• Prepare and edit correspondence, reports, and official communications.
• Maintain accurate and up-to-date mailing lists for licensees and local officials.
• Enter and manage data in agency databases and licensing systems.
• Assist users with navigating the Division’s website and licensing software.
• Update and maintain website content in coordination with Division needs.
• Support the development and maintenance of standard operating procedures.
• Assist management and staff with special projects and administrative tasks as needed.
• Perform other related duties as assigned.

Benefits

• Outstanding suite of employee benefits that add to the overall value of your compensation package.
• A work experience that supports you, your loved ones, and your future.

What This Job Offers

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