Office Support Specialist

Location: Boston, MA

Department: The Center for Health Information and Analysis

Type: Full Time

Min. Experience: Mid Level

The mission of the Center for Health Information and Analysis (CHIA) is to be the agency of record for Massachusetts health care information, to responsibly steward sensitive and confidential data, and to objectively report reliable and meaningful information about the quality, affordability, utilization, access, and outcomes of the Commonwealth’s health care system.

The Office Support Specialist (OSS) presents an exciting career opportunity to join CHIA’s team and serve as the first link connecting CHIA with its constituents and supporting our diverse team of 150 employees. The successful candidate for this position will be in expert in MS offices, have a strong attention to detail, ability to multitask, and a customer service orientation.

This position will remain open until filled; however, first consideration will be given to those applicants that apply within the first 14 days.  The full time salary range for this position is $43,208.88 - $60,389.94 annually.

Specifically the Office Support Specialist will:

  • Maintain the agency’s main reception area, the front desk, and its environs
  • Be first point of contact for all visiting CHIA guests, log them accordingly and contact the appropriate party
  • Answer and triage all incoming telephone calls to the main CHIA phone number in a professional, courteous manner
  • Process incoming and outgoing mail and faxes with a rigorous attention to detail and strict confidentiality
  • Intake and process payments received by mail
  • Schedule and book conference space, audio visual equipment, conference lines and webinars using MS Outlook           
  • Oversee meeting and event support including but not limited to arranging furniture and setting up audio/visual and computer equipment
  • Oversee and coordinate copy machine support tasks throughout the agency.
  • Assist with new employee on-boarding, work station set up and space moves
  • Triage and track facility-related requests
  • Frequently lift up to 25 pounds and push 50 pounds
  • Other administrative,  operations and facilities related duties as assigned

Preferred Qualifications:

  • Strong understanding of the principles of offices procedures and practices; and the ability to apply such knowledge appropriately
  • Excellent verbal skills
  • Ability to follow detailed oral and written instructions
  • Ability to plan, execute, and supervise work in accordance with the nature of the job
  • Unquestioned reliability to exercise 100% discretion when handling confidential information, following established rules
  • Ability to meet challenging timelines and deadlines
  • Proven adaptability to a multi-faceted workload and capacity to function successfully in a busy work environment
  • Strong proficiency using standard email, word processing, spreadsheet, and presentation software and associated equipment
  • Ability to identify and forecast problems, explore answers, make recommendations, and initiate and execute solutions
  • Readiness to work in a team-oriented environment
  • Ability to establish and maintain harmonious relationships with fellow employees, other government agencies, other external parties, and general public
  • Excellent interpersonal skills

Minimum Entrance Requirements:

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
.

BARGAINING UNIT: 01 NAGE, Office Support Specialist I.

CHIA is an Equal Opportunity / Affirmative Action Employer.  Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.

If you have Diversity, Affirmative Action or Equal Employment Opportunity questions or need a Reasonable Accommodation, please contact Diversity Officer / ADA Coordinator: Tonya Bourassa 617-701-8127.

In compliance with federal laws, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.

SPECIAL REQUIREMENTS: None.

This position is not eligible for flexible hours; the work hours are 8:45 a.m. to 5:00 p.m. daily Monday through Friday

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