Office Support Specialist I

Job Description

The Pappas Rehabilitation Hospital for Children (PRHC), operated by the Department of Public Health (DPH), is seeking three highly organized and detail-oriented Office Support Specialist I professionals to support the Social Work, Nursing, and Medical Records departments. The ideal candidates will be responsible for coordinating office activities, preparing reports and correspondence, scheduling meetings, and providing exceptional administrative support to their respective departments.

Schedule

These are full-time, 37.5-hour per week positions, Monday through Friday.

Duties and Responsibilities (This is a general summary and not all-inclusive.)

• Provide general administrative support to the assigned department (Social Work, Nursing, or Medical Records).
• Schedule and coordinate meetings, prepare agendas, and attend as needed.
• Maintain department calendars, track deadlines, and support meeting logistics.
• Assist with data entry, report preparation, and document formatting.
• Respond to internal and external inquiries professionally and promptly.
• Organize, file, and retrieve documents as needed.
• Use software tools (e.g., Microsoft Office Suite, databases, spreadsheets) to generate reports and maintain data.
• Support department-specific projects, events, and programs (e.g., employee education, patient communications, records updates).
• Screen phone calls and direct to appropriate staff.
• Serve as liaison between departments and outside agencies when needed.
• Ensure compliance with office procedures, policies, and applicable regulations.

• Excellent verbal and written communication skills.
• Ability to multi-task and prioritize in a fast-paced environment.
• Proficiency in Microsoft Office and database systems.
• Ability to work independently and collaboratively within a team.
• Strong organizational and problem-solving skills.
• Ability to maintain confidentiality and use discretion when handling sensitive information.
• Knowledge of standard office procedures, practices, and equipment.

• Experience working in a healthcare, educational, or human services setting.
• Knowledge of medical terminology or clinical environments (for Nursing and Medical Records roles).
• Familiarity with case documentation or patient interaction (for Social Work role).

• These positions require working in a professional office environment.
• Use of standard office equipment including computers, phones, and printers.

• A criminal background check will be completed on the recommended candidate as required by the regulations set forth by the Executive Office of Health and Human Services prior to the candidate being hired. For more information, please visit http://www.mass.gov/hhs/cori.
• Education, licensure and certifications will be verified in accordance with the Human Resources Division's Hiring Guidelines.
• Education and license/certification information provided by the selected candidate(s) is subject to the Massachusetts Public Records Law and may be published on the Commonwealth's website.
• If you require assistance with the application/interview process and would like to request an ADA accommodation, please click on the link and complete the Reasonable Accommodation Online Request Form.