Administrative Support Specialist - Contractor

The Massachusetts Department of Public Health (DPH) is seeking Contracted Administrative Support Specialists to provide exceptional customer service and support to licensees and stakeholders. Key responsibilities include processing license applications, acting as a liaison between the Board and the public, maintaining records, handling inquiries, and assisting with administrative tasks as needed. 

Additionally, selected candidates will be expected to assist the Executive Director or Associate Executive Director in composing letters, memoranda, and reports. This will involve reviewing these documents for completeness, content, typographical errors, and compliance with regulatory and statutory guidance.

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

•    Process and evaluate license, renewal, and reinstatement applications, ensuring compliance with qualifications for licensure and notifying applicants of their application status.
•    Input accurate and relevant application data to facilitate the issuance of licenses when appropriate. Generate certified statements of licensure as required.
•    Serve as a liaison between the Board of Registration of Physician Assistants, licensees, and the public, addressing routine office correspondence related to Board regulations, policies, licensing        laws, and application processes.
•    Maintain organized and updated files and records, including correspondence, electronic records, and telephonic responses/inquiries. Collaborate with other departments and entities to ensure           proper record retention.
•    Process inquiries from various channels, including walk-in, written, telephonic, and e-mail, promptly and professionally. Provide accurate information or refer inquiries to the appropriate parties            for further action.
•    Compose letters, memoranda, and reports under the guidance of the Executive Director or Associate Executive Director.
•    Process verified name changes efficiently and accurately, updating relevant records and documentation.
•    Assist other staff members within the Board Unit as necessary, performing related duties to ensure smooth operations and workflow.
•    Demonstrate a commitment to exceptional customer service by consistently providing professional and courteous support to all inquiries and interactions.

Preferred Qualifications:

•    Prior experience in an administrative support role, preferably in a government agency or healthcare setting.
•    Strong attention to detail and accuracy in processing applications and maintaining records.
•    Excellent written and verbal communication skills, with the ability to effectively communicate complex information to diverse audiences.
•    Demonstrated ability to work independently and manage multiple tasks simultaneously, while adhering to strict deadlines.
•    Exceptional organizational skills, with the ability to prioritize tasks and maintain efficient workflow.
•    Strong interpersonal skills and the ability to handle inquiries and interactions with professionalism, tact, and sensitivity.
•    Knowledge of record retention procedu