Office Associate - State of Delaware : Job Details

IntroductionMake a Difference with DHSS Our mission at the Department of Health and Social Services (DHSS) is to improve the quality of life of Delaware citizens by promoting health and well-being, fostering self-sufficiency, and protecting vulnerable populations. We prioritize personal and family independence by assisting individuals and families in a variety of life areas. We offer numerous career opportunities and are dedicated to attracting and retaining highly talented individuals who are ready to make a difference in their community today. DHSS is a great place to kick-start your profession. For more information, please visit today! Summary Statement As an Office Associate, you'll deliver quality customer service in person, by phone, and electronically, serving as a key point of contact within the DE Hospital for the Chronically Ill. You will answer and route all phone calls; operating paging and emergency alert systems in accordance with internal procedures; and connecting internal and external calls that require assistance. Duties will also include maintenance of reference directories, keeping logs updated, and preparing daily/weekly rosters. In addition, you'll distribute mail, maintain files, and support scheduling needs. Essential Functions Essential functions are fundamental, core functions common to all positions in the class series. These functions are not an exhaustive list of all job duties for any one position in the class. Since class specifications are descriptive and not restrictive, employees can complete job duties of a similar kind not specifically listed here.

• Delivers excellent customer service in-person, electronically, or by written communication.

• Greets and directs visitors and answers calls, which may include serving as part of a call center team or on a front desk operation.

• Processes data by using automated information systems and computer software to enter, update, modify, delete, retrieve, and report on data.

• Sorts, codes, scans, uploads, logs, and indexes, data/information.

• Files, tracks, and retrieves physical, electronic, and digital files, documents, data, or other information.

• Creates and maintains new files and filing systems, ensures data integrity, and handles the purging and disposal of records as required.

• Schedules or coordinates meetings, hearings, and appointments, and may assist with making travel arrangements.

• Collects and compiles data to prepare reports and maintains accurate records such as call records, incident logs, and daily or weekly census sheets and rosters.

• Performs other related duties as required.

Job RequirementsJOB REQUIREMENTS for Office Associate Applicants must have education, training and/or experience demonstrating competence in each of the following areas:

Coursework, training, and/or work experience in performing office support work such as drafting routine correspondence, reports, or logs, operating office equipment, handling incoming and outgoing mail, postal and shipping services, answering phones, directing calls and taking messages, or maintaining files and supplies.

Coursework, training, and/or work experience in data collection such as collecting, compiling and maintaining data from multiple sources such as files, records, databases, customers, staff, or others.

Coursework, training, and/or work experience in record keeping such as maintaining, filing, tracking, and retrieving physical, electronic, and digital documents, reports, or other information.

Additional Posting InformationThis is a Casual/Seasonal position which is a non-pension eligible position without healthcare and/or other benefits.Conditions of Hire Applicants must be legally authorized to work in the United States. The State of Delaware participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S. For more information refer to our Job Seeker Resources. DHSS does not provide employment-based sponsorship. Pre-employment Drug Testing: Upon a conditional offer, you must undergo pre-employment drug testing as part of the hiring process. Criminal background check: A satisfactory criminal background check is required as a condition of hire. The recruiting agency may require the applicant to pay for the criminal background check as part of the conditional offer of hire. Upon a conditional offer, the applicant must undergo a pre-employment base line two step tuberculin skin test (TST) as part of the hiring process. Selection Process The application and supplemental questionnaire are evaluated based upon a rating of your education, training and experience as they relate to the job requirements of the position. It is essential that you provide complete and accurate information on your application and the supplemental questionnaire to include dates of employment, job title and job duties. For education and training, list name of educational provider, training course titles and summary of course content. Narrative information supplied in response to the questions must be supported by the information supplied on the application including your employment, education and training history as it relates to the job requirements. Once you have submitted your application on-line, all future correspondence related to your application will be sent via email. Please keep your contact information current. You may also view all correspondence sent to you by the State of Delaware in the My Applications tab at StateJobs.Delaware.gov. Accommodations Accommodations are available for applicants with disabilities in all phases of the application and employment process. TDD users may request an auxiliary aid or service by calling (800) ###-#### or by visiting delawarerelay.com. You may also call (302) ###-#### or email [email protected] for additional applicant services support. The State of Delaware is an Equal Opportunity employer and values a diverse workforce. We strongly encourage and seek out a workforce representative of Delaware including race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression.