Office Support Specialist I

Commonwealth of Massachusetts•Boston, MA

16h•Onsite

About The Position

The Department of Mental Health (DMH) Metro Boston seeks an Office Support Specialist I (OSS I) to provide administrative and clerical support to the Fuller Bay Cove Site Office. The Fuller Bay Cove Site Office supports adults who have been determined eligible for DMH services. As the first point of contact for visitors, staff, and community partners, you will play an essential role in creating a welcoming office environment while helping ensure critical administrative processes run smoothly. This role is ideal for an administrative professional with excellent attention to detail, strong communication skills, and the ability to multitask effectively. This dynamic role provides opportunities for both autonomous and collaborative projects.

Requirements

Familiarity with standard office procedures and administrative practices.
Ability to operate computers, telephones, scanners, copiers, and other common office equipment.
Ability to understand and carry out written and verbal directions.
Ability to collect, review, organize, and accurately record information from various sources.
Strong verbal and written communication skills.
Ability to maintain complete and accurate electronic and paper records.
Ability to handle confidential and sensitive information appropriately.
Ability to communicate respectfully and work effectively with individuals from diverse cultural, ethnic, and socioeconomic backgrounds.
Strong attention to detail when working with names, dates, numbers, codes, and documents.
Ability to use sound judgment and address routine concerns appropriately.
Proficiency in written English, including grammar, spelling, and punctuation.

Nice To Haves

Strong organizational skills with the ability to manage multiple assignments and meet deadlines.
Previous experience providing reception, clerical, or administrative support in an office environment.
Proficiency with Microsoft Office applications, including Outlook, Word, and Excel.
Experience creating and maintaining spreadsheets, reports, correspondence, and electronic files.
Ability to work independently while also contributing effectively as part of a team.
Strong customer-service skills and a professional, welcoming communication style.
Ability to prioritize responsibilities and adjust to changing operational needs.
Experience working with confidential records or sensitive information.

Responsibilities

Serve as the primary administrative support for the Fuller/Bay Cove Site Office by providing exceptional customer service, managing front desk operations, and maintaining a professional and welcoming office environment.
Perform accurate data entry and maintain electronic records for incident reporting, complaints, and service documentation while ensuring the integrity and organization of confidential information.
Coordinate client service administration by processing service authorization documentation, preparing application materials, managing correspondence, and supporting communication with hospitals, staff, and service providers.
Monitor and update eligibility, enrollment, and disenrollment records within agency systems, prepare status reports, and provide regular updates to program leadership and staff.
Oversee facility operations by submitting and tracking work orders, maintaining office supplies and equipment, and ensuring the organization of records and administrative workspaces.
Support agency compliance initiatives by serving as the site's Voter Registration representative and assisting with required documentation and reporting processes.
Perform a wide range of administrative functions, including answering telephones, preparing correspondence, filing, copying, scanning, faxing, processing incoming and outgoing mail, and maintaining office records.
Assist with personnel-related administrative activities by maintaining staff attendance records, destination logs, and other internal tracking systems.
Provide administrative cross-coverage and operational support to ensure continuity of services during staff absences and changing business needs.
Collaborate with supervisors and multidisciplinary staff to support efficient daily operations, maintain confidentiality, and contribute to the effective delivery of mental health services.