Office Support Specialist I

Commonwealth of Massachusetts - Boston, MA3.9

The Office Support Specialist I will perform various office support functions for the Food Protection Program (FPP), including responding to public inquiries related to assigned areas and providing information on regulations and established procedures. Additional responsibilities include processing licenses, permits, and registrations for areas that generate revenue for the Commonwealth, such as food processors, meat and poultry companies, in-state and out-of-state bakeries, vending machines, bottled water, bedding, stuffed toys, and sterilization. The Office Support Specialist I will also prepare and analyze correspondence, reports, and other materials as needed, as well as conduct research, attend meetings, and assist in various office projects. In the absence of the Administrative Assistant I, the Office Support Specialist I will issue and notarize export statements. This individual will also perform related work as required and assigned by supervisor.

General Statement of Duties and Responsibilities:
Provides administrative support to the FPP Director and other assigned FPP personnel.
Responds to public inquiries and provides information on established licensing application and renewal procedures.
Attends meetings related to the State Laboratory renovations and management’s updates to ensure knowledge is current and accurate.
Mails applications to applicants for licenses, permits and/or certification in areas regulated by the Program.
Processes fees for licenses, permits and registrations for assigned areas such as food processors, meat and poultry companies, in-state and out-of-state bakeries, vending machines, bottled water, bedding, stuffed toys, sterilization and other areas of the Program.
Reviews initial and renewal applications for accuracy and completeness.
Issues licenses, permits, or certifications which are required for establishments to operate within the Commonwealth.
Performs revenue reconciliations for licensing areas.
Applies and communicates the general provisions of the related licensing laws and regulations to licensees and general public.
Consults with other licensing staff for the Program to exchange information regarding licensing procedures and their uniform application.
Responsible for maintaining accurate files and records of licenses; pending files to follow up on license renewals, correspondence and changes in status (change of name or address, active or out of business, etc.); files general information.
Creates and maintains Access database for initial licensure, certification, permit for new food processing establishments.
Generates reports and compiles data used by the FPP staff to assign the establishments scheduled to be inspected as required.
Creates and maintains spreadsheet file for active establishments with expired license.
Conducts research on assigned topics and provides the information required by the FPP personnel.
Verifies and gathers licensing data for other agencies or in response to requests for information made under the Massachusetts Freedom of Information statute.
Answers telephones, routes and screens calls, takes messages for staff; exercises sound judgment when determining if the caller is reporting a foodborne illness incident or other situation involving a potentially serious threat to human health.
Opens and routes mail received for the Program. May accept special delivery mail or other priority documents, etc.
Trains temporary Licensing Unit staff to prepare correspondence and to handle other tasks critical to protecting consumers from unsafe or injurious food products or services.
Compiles statistical data and prepares licensing revenue information for reports used by the Program.
In the absence of the Administrative Assistant I, issues and notarizes Export statements and Health Certificates by working with vendors and conferring with Diary and Seafood unit supervisors.
Performs data entry and word processing duties, composes routine letters related to carrying out the objectives of the licensing activities for the assigned areas.
Participates in record destruction process and other office projects as needed.
Performs other duties related to accomplishing the objectives of the Program as required or directed.

Preferred Qualifications:
Ability to communicate effectively.
Ability to write concisely, express thoughts clearly and develop ideas in a logical sequence.
Ability to use proper grammar, punctuation and spelling.
Ability to make recommendations.
Ability to multi-task and prioritize.
Ability to prepare documents and reports accurately.
Ability to assist customers of diverse backgrounds.
Ability to follow guidelines and procedures.
Knowledge of software applications such as desktop publishing, project management, spreadsheets and database management.
Ability to work independently and in teams.
Organizational skills.
Excellent data entry skills including accuracy and speed.
Ability to multi-task and work with names, dates, and numbers.
Certification as a notary public.
Knowledge of the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing the assigned agency or unit activities.
Knowledge of the types and uses of agency databases, documents, and files.
Knowledge of state laws, procedures and guidelines.
Total Compensation

As an employee of the Commonwealth of Massachusetts you are offered a great career opportunity influencing a wide-spectrum of services to the diverse populations we serve - but it's more than a paycheck. The State's total compensation package features an outstanding set of employee benefits which you should consider towards your overall compensation, including:
75% state paid medical insurance premium
Reasonable Dental and Vision Plans
Flexible Spending Account and Dependent Care Assistance programs
Low cost basic and optional life insurance
Retirement Savings: State Employees' Pension and a Deferred Compensation 457(b) plan
11 paid holidays per year and competitive Sick, Vacation and Personal Time
Tuition Remission for employee and spouse at state colleges and universities
Short-Term Disability and Extended Illness program participation options
Incentive-based Wellness Programs
Professional Development and Continuing Education opportunities
Qualified Employer for Public Service Student Loan Forgiveness Program

Mission Statement

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 health care 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 disease, substance abuse, violence, preventable hospitalizations, and health disparities.

DPH coordinates programs and policies to address specific diseases and conditions and offer 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.

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

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.

For questions, please contact Health Human Resources at 1-800-850-6968.


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

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:


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.