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 procedures and experience working with confidential information in a secure manner.
• Proficiency in Microsoft Office applications including Excel, Teams, Outlook, and Word.

About the Massachusetts Department of Public Health (DPH):

The mission of the Massachusetts Department of Public Health (DPH) is to prevent illness, injury, and premature death, to assure access to high-quality public health and healthcare services, and to promote wellness and health equity for all people in the Commonwealth.

We envision a Commonwealth in which all people enjoy optimal health. Massachusetts ranks among the healthiest of states according to comparative analyses, but we face numerous challenges, including chronic and infectious diseases, substance abuse, violence, preventable hospitalizations, and health disparities.

DPH coordinates programs and policies to address specific diseases and conditions and offers services to address the needs of vulnerable populations. We also develop, implement, promote, and enforce regulations and policies to assure that the conditions under which people live are most conducive to health and enable people to make healthy choices for themselves and their families. We license health professionals, healthcare facilities, and a variety of businesses that impact public health. We operate the state laboratory and four public health hospitals. We monitor health status and manage vital records including births, marriages, and deaths. We educate people about public health issues and work closely with local boards of health and community partners to identify and solve public health problems.

Learn more about our important work: www.mass.gov/DPH

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

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 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

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!