Office Support Specialist I
Office Support Specialist I
Posted on :
17-07-2025
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1 Vacancy
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Job Description
Job Title: Office Support Specialist
Location: Canton MA 02021
Duration: 3 Months
Professional Summary:
The incumbent of this position is responsible for performing administrative support functions for the Social Work team and Admissions and also supporting our Medical/Rehab teams. Responsibilities include preparing and analyzing correspondence reports and other materials as needed; arranging meetings with internal and external contacts; responding to inquiries; assisting with various departmental projects and programs; and performing related work as required. Incumbents are expected to pay attention to detail can multitask and provide verbal and written communication effectively.
Responsibilities:
- Receives phone calls/voicemails messages correspondence reports files and directs to appropriate staff.
- Collects/opens/sorts mail copying/faxing maintains supplies places orders for supplies and equipment updates departmental schedules attends meetings and takes/distributes meeting minutes.
- Greets/assists/directs patients visitors guests outside agency liaisons families/guardians and staff as appropriate to the Social Work team and Admissions and Medical/Rehab teams.
- Maintains accurate contact information on patients/families/guardians/transportation companies (Face Sheet Book Transportation Book Stay List K Drive Meditech) and disseminates changes made by Case Managers.
- Enters edits and disseminates Meditech face sheets when Case Managers make changes.
- Prepares and distributes written and electronic correspondence memos letters faxes and forms as requested within established time frames.
- Prepares department forms discharge grids guardianship flow sheets quick reference guide and team schedule within established time frames.
- Enters Interdisciplinary Team Notes in Meditech seven to ten days before the team meeting.
- Prints Plan of Care Goals within 24 hours prior to team meetings.
- Adds review category to Interdisciplinary Team Notes within 24 hours after team meetings.
- Prepares informational handbooks welcome back packets departmental mailings flyers and materials for special events as requested.
- Prepares discharge notebooks for all teams/patients within established time frames.
- Submits and collects patient fund requests from Accounting secures funds disburses and documents accordingly.
- Reconciles monthly bank statements for other events accounts copies receipts matches to bank statements and submits to Accounting.
- Maintains time-off request calendar on Outlook.
- Maintains Social Service conference room schedule as requested.
- In the absence of the admissions administrative assistant new admissions are registeredinto Meditech including posting photos to designated areas.
- Reports maintenance issues electronically via the maintenance request form (CAMIS).
- Assists Hiring Managers with MassCareers postings coordinates interview schedules and manages informational paperwork across hospital departments.
- Participates in all mandatory trainings including annual reviews in a timely manner.
- Performs other related duties as assigned.
Preferred Qualifications:
- Knowledge of software applications used at Pappas Rehabilitation Hospital for Children including but not limited to MS Office applications and Meditech.
- Knowledge of the laws rules regulations policies procedures specifications standards and guidelines governing the Pappas Rehabilitation Hospital for Children.
Minimum Entrance Requirements:
Applicants must have at least:
(A) Two years of full-time or equivalent part-time experience in administrative work OR
(B) Any equivalent combination of the required experience and the substitutions below:
Substitutions:
I. An Associates or higher degree with a major in business administration business management or public administration may be substituted for the required experience.
II. An Associates 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.
III. Education toward such a degree will be prorated based on the proportion of the requirements completed.
Employment Type
Full-time
Key Skills
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