Facilities Office Support Specialist

Facilities Office Support Specialist Location Tewksbury, MA :

Tewksbury Hospital under the Department of Public Health (DPH) is currently hiring for the position of Facilities Office Support Specialist - Facilities Department. Tewksbury Hospital is a 370 bed Joint Commission accredited hospital. The hospital provides comprehensive treatment, care, and comfort to adults with medical and/or mental illnesses.

The Facilities Office Support Specialist assists the Director of Facilities and Facilities Coordinator in all functions providing support and assistance to the facility and directly to the departments encompassed under the Facilities Department. Ensures office activities are operational and in compliance with standards and guidelines. Performs other job-related duties assigned by supervisor.

Please Note : This position is 37.5 hours per week, working first shift (7:30am- 3:30pm). The days off are Saturday and Sunday.

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

• Assist Facilities Coordinator/Director of Facilities in all daily operations.
• Type and maintain department procedures, policies and other documentation to ensure effective operations and compliance with The Joint Commission Standards, applicable Massachusetts General Laws and other regulatory and accreditation agencies
• Assist with the monitoring and data collection processes for various compliance issues and regulatory conformances for the Facilities Department.
• Assist the Facilities department with Mass Careers hiring process/onboarding, which includes setting up interviews, references check, inputting all required forms into Mass Careers and other related items as necessary as directed by supervisor or Director.
• Assist in ensuring that contractors/vendors comply with Tewksbury Hospital policies and procedures.
• Assist and compile on a routine basis capital encumbrances and projects for the review by the Facilities coordinator and Director of Facilities Management.
• Compile all necessary documents/components for specifications required for public bidding.
• Schedule meetings and document minutes for daily/weekly/monthly meetings and events.
• Coordinate employee time off requests and department staff calendar.
• Maintain internal spreadsheets related to facilities management purchasing.
• Maintain all forms for Facilities departments and maintain all data input logs.
• Attend committees/meetings when directed by supervisor and/or Director of Facility Management, such as EOC monthly meetings.
• Coordinate, monitor and track National Recall Alert system for the facility and Joint Commission review.
• Coordinate the submission of EPRS performance and goals for department employees.
• Coordinate and monitor Facility Asset Management Information System (CAMIS). Generate reports, such as preventive maintenance and work orders for Tewksbury Hospital.
• Responsible for administrative support in various forms to the Division of Facilities as they relate to Tewksbury Hospital planned and unplanned operations.
• Maintain purchasing and receiving records for all departments encompassed by the Division of Facilities.
• Operate various equipment and software such as computers, data display terminals, printers, fax machines, copiers, facility switchboard (as required), windows (various versions), paging software (various versions) etc.
• Schedule appointments, using a variety of media including but not limited to e-mail, PC based calendar, written schedule, etc.
• Responsible for answering routine and emergency Facilities Management calls and dispatching appropriate personnel to the areas of concern.
• Assist other departments as determined and/or approved by the Director of Facilities.
• Perform other job-related duties as assigned by supervisor.

Required 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

• Knowledge of the laws, rules, regulations, policies, procedures, specifications, standards, and guidelines governing assigned agency or unit activities.
• Knowledge of the types and uses of agency databases, documents and files.
• Knowledge of state laws, procedures and guidelines.

About Tewksbury Hospital:

Tewksbury Hospital offers a broad range of services, including a physician on site at all times, around-the-clock nursing care, rehabilitation services including physical therapy, occupational therapy, and speech therapy, psychology services, social services, nutritional services, and an on-site dialysis clinic.

Learn more about our important work:

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 about this requisition, please contact EOHHS Employment and Staffing Customer Service at 1-800-510-4122, option 4.

Questions or issues regarding access/login credentials to MassCareers, please contact the Mass HR ESC at 617-979-8500.

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

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. Official Title : Office Support Specialist I Primary Location : United States-Massachusetts-Tewksbury-365 East Street Job : Administrative Services Agency : Department of Public Health Schedule : Full-time Shift : Day Job Posting : May 7, 2025, 10:13:52 AM Number of Openings : 1 Salary : 54,527.98 - 76,876.54 Yearly If you have Diversity, Affirmative Action or Equal Employment Opportunity questions or need a Reasonable Accommodation, please contact Diversity Officer / ADA Coordinator : Sandra Semedo: [email protected] - 6173488482 Bargaining Unit : 01-NAGE - Clerical/Administrative Confidential : No Potentially Eligible for a Hybrid Work Schedule : No