Office Support Specialist I, Northeast Area Office

Job Description

The Department of Mental Health Northeast Area Office is seeking an energetic and organized individual for the position of Office Support Specialist. The Office Support Specialist I provides administrative support functions for the Adult Clinical Service Authorization Team.

Please Note: This position is full-time, 37.5 hours per week 9:00am-5:00pm. Days off are Saturday and Sunday

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

• Open all Adult Service Authorization (SA) mail.
• Review all new applications for necessary signatures, release forms, etc.
• Contact applicant and/or referring provider via phone or letter to request information missing from application that is needed to complete it.
• Send letters of receipt to applicant acknowledging receipt of completed application with anticipated timeline of when decision will be made.
• Enter data into MHIS for new applications with demographic information.
• Enter all newly obtained applications into shared data base and give to SA specialist to triage initial referrals for risk review.
• Request old files from Site, if needed, if applicant was previously entered into MHIS
• Respond to all initial inquires regarding requests for applications, screen calls regarding status of pending applications and pass onto SA specialist to return call or obtain information on how to respond to request.
• Type written response for all ineligible applicants per SA specialist request with accompanying recommendations and mail decision letter with copy of appeal guidelines included.
• Open and sort all mail for SA unit and file records and other correspondence in files.
• Process all unsigned, homeless and incomplete applications. Enter a note in MHIS that the application will be withdrawn in 15 business days if there is no contact from the applicant.
• Scan, fax or send via interoffice mail copies of applications to Site office for STCM assignment as requested
• Send all clinically authorized records to the respective Site office as requested.
• Once a month, purge denied and withdrawn records and send to Site for storage.
• Ensure that SA team has adequate supply of blank applications, release forms, self-addressed stamped envelopes, etc.
• Update and maintain current resource directory of available services and programs in the Area.
• Provide general office support to the Area Office including phone and receptionist desk coverage on a rotating as needed basis.
• Perform other duties as assigned including cross-coverage with other Area Office OSS staff.

Required Qualifications:

• Knowledge of the laws, rule, regulations, policies, procedures, specifications, standards and guidelines governing DMH.

• Knowledge of the types and uses of agency databases, documents and files.

• Knowledge of state laws, procedures and guidelines.

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

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.

Pre-Hire Process:

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 and click on "Information for Job Applicants."

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 ADA Reasonable Accommodation Online Request Form

For questions regarding this requisition, please contact the Executive Office of Health and Human Services Human Resources at 1-800- 510-4122 Ext. #4.

Qualifications

First consideration will be given to those applicants that apply within the first 14 days.

Office Support Specialist I:

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.

Salary placement is determined by a combination of factors, including the candidate's years of directly related experience and education, and alignment with our internal compensation structure as set forth by the Human Resources Division's Hiring Guidelines. For all bargaining unit positions (non-management), compensation is subject to the salary provisions outlined in the applicable collective bargaining agreement and will apply to placement within the appropriate salary range.

Comprehensive 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.

Want the specifics? Explore our Employee Benefits and Rewards!

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.

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.

Client-provided location(s): Tewksbury, MA

Job ID: Commonwealth_of_Massachusetts-260001KL

Employment Type: FULL_TIME

Posted: 2026-02-24T18:36:42