Office Support Specialist I

MassAbility seeks an organized, diligent, hardworking Office Support Specialist I.  As an Office Support Specialist I, you will provide administrative support by coordinating and monitoring office-related functions and activities to ensure efficient program operations and compliance with established standards. You will maintain office files and related records and perform overall office support activities, including but not limited to meeting minutes, document coordination, event/room scheduling, and answering incoming phone, emails, and eFax. Wearing many hats, you will respond to inquiries, provide information to internal and external contacts, ensure accuracy when filing into multiple systems including participant folders, and monitor consumer data for withdrawals, deaths, and dis-enrollments.

At MassAbility, we are driven by a fundamental belief that we are all different but connected – individuals who share a common purpose and who bring our own talents, ingenuity, and perspective to achieve our vision. That belief puts diversity, equity, and inclusion at the center of everything we do. We are keenly aware of the barriers that many of us face as we strive to live life on our own terms. That’s why, as a community, we are committed to always being part of the solution. This work is essential to who we are as an organization. Together, we are making a better state possible for everyone.  As a team member, you’ll join an agency that values a learning and participatory performance culture with an emphasis on high-performance teams, individual contribution/impact, and engagement in activities to promote and support programs, divisions, and the overall agency vision and mission. 

Please note: This position is based in Fall River.

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

• Maintain and update participant files in appropriate databases.
• Analyze correspondence and distribute it as appropriate.
• Follow office procedures and internal controls when performing other administrative support tasks.
• Open, scan, and distribute departmental mail to all staff.
• Review employee travel expense vouchers in accordance with state and federal regulations.
• Maintain electronic copies of each employee's Google Maps and monthly travel voucher submissions and send out monthly reminders to staff on the submission of travel.
• Maintain area office supplies, process payment for office supplies, and document shredding services for the area office.
• Maintain updated office inventory and ongoing functionality of related office equipment and points of contact for additional support.
• Submit and follow up on provider referrals for services as needed.
• Participate in program staff meetings conducted regularly and support the program with scheduling activities using Zoom, Microsoft Teams, and Outlook calendar management.
• Respond to program inquiries and provide routine information and support as requested.
•  For staff assigned to EHS centers, participate in EHS Center Administrative Meetings as needed.
• Support the Office Support Specialist II (Transitional Assistance Specialist) with any fiscal-related duties as needed.

Required Qualifications:

• Passionate about helping staff perform their best while anticipating needs.
• Ability to read, understand, and apply established policies and procedures.
• Ability to read, write, and comprehend the English language to follow written and oral instructions.