Office Associate
Office Associate - State of Delaware
Make a Difference with DHSS!
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.
Shift Hours: 7:30am - 3:30pm; Every Saturday and Sunday with alternating holidays
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 Requirements
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.