Office Support Specialist I, Lynn Site Office

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. This position is full time, 37.5 hours per week, 9:00am-5:00pm. Days off are Saturday and Sunday. Responsibilities Performs administrative support tasks that include processing 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, including 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 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 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. Required Qualifications 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. Preferred Qualifications Excellent organizational skills Demonstrate resourcefulness and attention to detail Ability to prioritize and handle multiple tasks Excellent communication and interpersonal skills Given the population served, bilingual or multilingual fluency is preferred 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. Equal Opportunity 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. Title 101 CMR 23.00 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. 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. Job Title Administrative Services Agency Department of Mental Health Schedule Full-time Shift Day Job Posting Date May 6, 2026, 7:32:32 PM Number of Openings 1 Salary 56,730.70 - 79,982.50 Yearly #J-18808-Ljbffr Commonwealth of Massachusetts