Office Support Specialist I, Lynn Site Office

Commonwealth of Massachusetts•Lynn, MA

6d•Onsite

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.

Requirements

Ability to communicate effectively including 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.
Ability to establish and maintain professional working relationships with others.
Ability to exercise discretion in handling confidential information.
Two years of full-time or equivalent part-time, experience in administrative work or any equivalent combination of the required experience and the substitutions below: An Associates 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 business administration, business management or public administration may be substituted for a maximum of one year of the required experience. Education toward such degree will be prorated on the basis of the proportion of 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
Bilingual or multilingual fluency is preferred

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.