Office Support Specialist - SIGMA : Job Details

Job Title: Office Support Specialist – Pappas Rehabilitation Hospital

Location: Canton, MA (Onsite at 3 Randolph Street)

Contract Duration: 3 Months (Potential for extension)

Schedule: Monday–Friday | 8:00 AM – 4:30 PM

About the Role:Sigma Inc. is hiring an Office Support Specialist to work onsite at Pappas Rehabilitation Hospital for Children, part of the Commonwealth of Massachusetts Department of Public Health. This role supports both the Social Work and Admissions teams as well as the Medical/Rehabilitation teams, providing essential administrative and clerical support in a dynamic hospital setting.

Key Responsibilities:

• Answer and route incoming calls, voicemails, messages, and correspondence
• Sort and distribute mail, manage supplies and equipment orders
• Maintain and update schedules; attend meetings and take/distribute minutes
• Greet and assist patients, visitors, guardians, and agency staff
• Maintain and update patient contact data using tools such as Meditech, Face Sheet Book, and K Drive
• Edit and disseminate Meditech face sheets based on case manager input
• Create and distribute memos, letters, faxes, discharge grids, and departmental forms
• Support interdisciplinary team meetings by entering notes, printing plans, and updating reviews
• Prepare informational packets, flyers, and event materials
• Process patient funds in coordination with Accounting
• Reconcile bank statements and submit documentation
• Manage Outlook calendars and conference room bookings
• Register new patient admissions in Meditech, including uploading photos
• Assist with maintenance requests via CAMIS system
• Support hiring managers with job postings, interviews, and documentation through MassCareers
• Complete all mandatory training and perform other duties as needed

Preferred Qualifications:

• Familiarity with MS Office (especially Outlook), Meditech, and Commonwealth of MA software systems
• Knowledge of hospital policies, workflows, and administrative procedures

Minimum Requirements:

• At least 2 years of full-time (or equivalent part-time) administrative experience OR
• Associate's degree (or higher) in Business Administration, Business Management, or Public Administration (can substitute for full experience requirement) OR
• Associate's degree in other fields (can substitute for 1 year of experience)

Why Work with Sigma Inc.?Sigma Inc. is a leading staffing partner specializing in healthcare and public sector placements. We are proud to connect qualified professionals with meaningful roles across Massachusetts. When you work with Sigma, you're backed by a team committed to your success.

Apply Today!Submit your resume to be considered for this exciting opportunity to support a vital institution helping children and families every day.