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. /Duties and Responsibilities (these duties are a general summary and not all inclusive):/ 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. /Required Qualifications:/ 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. /Preferred Qualifications:/ 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. /DPH Mission and Vision:/ The mission of the Massachusetts Department of Public Health (DPH) is to promote and protect health and wellness and prevent injury and illness for all people, prioritizing racial equity in health by improving equitable access to quality public health and health care services and partnering with communities most impacted by health inequities and structural racism. We envision a Commonwealth with an equitable and just public health system that supports optimal well-being for all people in Massachusetts, centering those with systemically and culturally oppressed identities and circumstances. Learn more:www.mass.gov/DPH Learn more:Tewksbury Hospital Pre-Hire Process: A criminal background check will be completed on the recommended candidate as required by the regulations set forth by the Executive Office of Health and Human Services prior to the candidate being hired. For more information, please visit http://www.mass.gov/hhs/cori Education, licensure and certifications will be verified in accordance with the Human Resources Division's Hiring Guidelines. Education and license/certification information provided by the selected candidate(s) is subject to the Massachusetts Public Records Law and may be published on the Commonwealth's website. For questions concerning this requisition, please contact Employment and Staffing Customer Service at 1-800-510-4122, #4. For technical questions accessing MassCareers, please contact Mass HR at 617-979-8500. ADA Reasonable Accommodation: If you require a reasonable accommodation with the application/interview process, please contact us at: EOHHS Candidate ADA Requests First consideration will be given to those applicants that apply within the first 14 days. Office Support Specialist I: 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. Salary placement is determined by a combination of factors, including the candidate's years of directly related experience and education, and alignment with our internal compensation structure as set forth by the Human Resources Division's Hiring Guidelines. For all bargaining unit positions (non-management), compensation is subject to the salary provisions outlined in the applicable collective bargaining agreement and will apply to placement within the appropriate salary range. 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! Title 101 CMR 23.00 ("Regulation") requires certain agency staff to have received the COVID-19 vaccination and Influenza vaccination, or have taken required mitigation measures, to prevent viral infection and transmission in State Hospitals and State Congregate Care Facilities. The Regulation applies to this position. Successful candidates will be required to acknowledge and attest to your vaccination status for both COVID-19 and Influenza An Equal Opportunity / Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply. The Commonwealth is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, disability, national origin, veteran status, or any other basis covered by appropriate law. Research suggests that qualified women, Black, Indigenous, and Persons of Color (BIPOC) may self-select out of opportunities if they don't meet 100% of the job requirements. We encourage individuals who believe they have the skills necessary to thrive to apply for this role. Job: Administrative Services Organization: Department of Public Health Title: Office Support Specialist I Location: Massachusetts-Tewksbury-365 East Street Requisition ID: 2600048L
