State of Massachusetts Office Support Specialist II in Wakefield, Massachusetts

Office Support Specialist to the Quality and Patient Safety Division

General Statement of Duties and Responsibilities

  • Performs tasks related to the tracking and maintenance of health care facility reports submitted to the Board of Registration in Medicine Quality and Patient Safety (QPS) Division. Monitors and tracks health care facility compliance with regulatory reporting requirements. Maintains QPS Division databases, and generates reports and statistics on programs and its confidentiality protections. Responds to inquiries from health care facilities concerning processes for filing PCA reports. Prepares and sends inquires to healthcare facilities for additional information.

  • Assists with preparation for bimonthly Quality and Patient Safety Committee meetings by drafting the agenda, scanning and bookmarking package materials, and electronic postings. Records and transcribes Quality and Patient Safety Committee minutes, prepares and distributes draft minutes, incorporates all edits for final Committee review and approval. Provides related work as required.

Supervision Received

Daily supervision by Director of QPS Program.

Detailed Statement of Duties and Responsibilities

  1. Maintains QPS Division databases by performing data entry; assuring the accuracy and completeness of data entry; performing coding of certain data; and following up with health care facilities to obtain data that was missing from PCA reports submitted.

  2. Generates statistical data and other reports from the QPS Division databases. Analyzes statistical data and reports, and presents information in formats and charts that are easily understood and “user friendly.”

  3. Maintains QPS Division paper and scanned files in accordance with established QPS Division procedure. Assures that QPS Division files meet record retention requirements.

  4. Assists in the preparation of QPS Committee Agenda and meeting materials. Prepares meeting materials for dissemination. Assists in the preparation of QPS Committee meeting minutes, correspondence and other reports generated at the recommendations of the Committee. Maintains confidentiality of meeting materials, as required.

  5. Responds to health care facility inquiries and provides information regarding Board policies and procedures for submitting Annual, Semi-Annual and Major Incident Reports.

  6. Monitors and tracks health care facility PCA reports to ensure compliance with statutory and regulatory requirements. Reviews reports and tracking lists to determine whether health care facilities have met minimum regulatory requirements. Prepares and sends notices of delinquency to non-compliant facilities.

  7. Assists in the arrangement of and maintains meeting and conference schedules for QPS Committee and staff. Assists in the preparation of conference materials, including the preparation of Power Point slides.

  8. Confers with the Office of the General Counsel regarding disclosure of public information and confidentiality requirements as well as record retention requirements. Works with systems administrators regarding QPS Divisions databases to identify and rectify systemic problems.

  9. Performs other related work as assigned or requested by the QPS Division staff.

Preferred Qualifications

  • Knowledge of and ability to use Microsoft Access

  • Knowledge of and ability to use Microsoft PowerPoint

  • Knowledge of and ability to use Microsoft Excel

  • Knowledge of medical terminology, and the usages of the medical profession.

  • Ability to create spreadsheets and statistical reports.

  • Ability to write concisely and express thoughts clearly.

  • Ability to understand and explain applicable laws, rules, regulations, policies.

  • Ability to work accurately under time pressure.

  • Willingness to meet demands of unpredictable workload.

  • Ability to exercise discretion in handling confidential information.

  • Knowledge of functions and procedures of the Board of Registration in Medicine.

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

*Agency Mission

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-Offer 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

This requisition will remain open until filled; however, first consideration will be given to those applicants that apply within the first 14 days.

Applicants must have at least (A) three 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 a maximum of two years of 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.

An Equal Opportunity / Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.

Job: *Administrative Services

Organization: *Department of Public Health

Title: Office Support Specialist II

Location: Massachusetts-Wakefield -200 Harvard Mill Sq

Requisition ID: 170002ZK