Office Support Specialist I

Description

The Massachusetts Department of Mental Health is seeking a detail-oriented and service-focused professional to join the team at the Erich Lindemann Mental Health Center as a part-time Office Support Specialist I. This role offers the opportunity to contribute to a mission-driven environment dedicated to supporting individuals with mental health needs. Working within the Case Management Department, the position serves as a welcoming point of contact for visitors and staff while helping ensure the smooth flow of information, scheduling, and administrative coordination that keeps services running effectively.

This position is ideal for candidates who enjoy organization, teamwork, and meaningful public service. The Office Support Specialist plays an essential role in maintaining accurate records, assisting with scheduling and communications, and supporting special projects and daily operations that help clinical and program staff focus on delivering care. Candidates with strong administrative skills, attention to detail, and a commitment to professionalism and confidentiality will find this role both engaging and rewarding while gaining valuable experience within one of the Commonwealth’s leading mental health service systems.

Please Note: This position is hours a week.

Duties and Responsibilities (these duties are a general summary and not all inclusive):

·Provide front desk reception and telephone coverage for the Case Management Department, greeting visitors and responding to general inquiries in a professional manner.

·Maintain and update staff and visitor sign-in sheets, staff telephone directories, and provider contact lists to ensure accurate information is available.

·Manage scheduling resources, including maintaining conference room reservations and the Open Access calendar.

·Perform general administrative support tasks including typing correspondence, scanning, faxing, filing, and copying documents.

·Sort and distribute daily incoming mail for Case Management, Shelter, and Vendor staff and residents.

·Enter and maintain data within agency systems and spreadsheets, including Excel and MHIS databases.

·Prepare and maintain client charts, including opening and closing records and updating files as requested.

·Coordinate and complete record transfers when clients change sites or services.

·Provide coverage for the entry and tracking of Critical Incidents within the RL6 database.

·Assist with special projects and event coordination while providing additional administrative support as needed.

Required Qualifications:

·At least two years of full-time, or equivalent part-time, administrative experience in office administration, office management, business administration, or a related field.

·An Associate’s degree or higher in business administration, business management, public administration, or a related field may substitute for required experience.

·Demonstrated knowledge of general clerical and administrative office practices and procedures.

·Proficiency in basic computer applications, including spreadsheet and database programs such as Microsoft Excel.

·Ability to type accurately at a minimum of 30 words per minute.

·Strong organizational skills with the ability to manage multiple tasks and prioritize work effectively.

·Ability to maintain accurate records and work carefully with names, numbers, codes, and documents.

·Ability to communicate effectively in both written and verbal formats.

·Capacity to follow written and oral instructions and adhere to established policies and procedures.

·Ability to exercise sound judgment and discretion when handling confidential information.

Preferred Qualifications

·Experience providing front desk or reception support in a healthcare, human services, or public sector environment.

·Strong proficiency with Microsoft Office applications, particularly Excel, Word, and Outlook.

·Familiarity with database systems or electronic record systems such as MHIS or similar platforms.

·Demonstrated ability to manage multiple administrative tasks while maintaining accuracy and meeting deadlines.

·Experience handling confidential information and maintaining compliance with privacy and data protection standards.

·Excellent written and verbal communication skills with the ability to interact professionally with diverse populations.

·Strong organizational skills and attention to detail when maintaining records, schedules, and correspondence.

·Ability to work both independently and collaboratively within a team-oriented office environment.

·Experience coordinating calendars, meetings, or events in a professional setting.

·Prior experience supporting behavioral health, healthcare, or social service programs.

DMH Mission Statement:

The Department of Mental Health assures and provides access to services and supports to meet the mental health needs of individuals of all ages, enabling them to live, work and participate in their communities. The Department establishes standards to ensure effective and culturally competent care to promote recovery. The Department sets policy, promotes self-determination, protects human rights, and supports mental health training and research.