Hybrid Customer Service & Office Admin Specialist

State of Minnesota; Saint Paul (MN); Hybrid; USD 59,483,000 - 74,355,000; Full time

Job summary

The State of Minnesota's Social Work Board seeks a Customer Service Representative-Office & Admin Specialist to greet visitors, answer inquiries, and manage applications. This full-time, day-shift role supports data entry, mail processing, and coordination of receipts within a hybrid work arrangement.

With in-office requirements of at least 3 days per week, the role emphasizes accurate information delivery, collaboration with staff, and adherence to board procedures.

Qualifications

• Customer service skills to provide prompt, courteous and accurate information.
• Knowledge of communications sufficient share information and communicate with customers; answer phone calls, direct calls and take messages; understand and be understood during interactions with others; and apply accurate spelling and grammar in written communication.
• Skills in word processing sufficient to use software applications, such as Microsoft Word, to type and format letters, memos, reports, and minutes of meetings.
• Skills in data entry sufficient to read source documents and accurately enter data in specific data fields.
• Knowledge of math sufficient to compare delivered items to invoice statements and maintain accurate inventories of supplies.
• Knowledge of current data entry, scanning, filing, and document storage procedures.
• Ability to use a multi-line telephone system and general office equipment for copying, faxing, and scanning documents.

Responsibilities

• Respond to phone, email, letter, and in-person requests for information regarding regulatory information and procedures.
• Research and gather information from the database, files, and other sources to assist internal and external customers, makes appropriate referrals to staff and communicates time sensitive information accurately and promptly to appropriate persons.
• Verify accurate current and previous licensure data and public disciplinary data regarding licensees and applicants in response to telephone and e-mail inquiries from other state licensing agencies, other state agencies, and the public.
• Retrieve and process incoming and outgoing mail.
• Coordinate receipt and data entry of incoming applications and cash receipts and other documentation.
• Scan and file digital documentation received via mail, email, or fax into electronic file system and BOSW database.
• File paper documents as needed according to office procedures.
• Identify and process void letters in cases in which documents are not complete and cannot be accepted including returning and tracking documents according to agency policy and procedures.
• Perform miscellaneous administrative tasks such as data and word processing using Board's database and word processing systems.

Skills

Customer service

Communication

Word processing

Data entry

Math basics

Office procedures

Telephone system

Tools

Microsoft Word

Job description

The State of Minnesota's Social Work Board seeks a Customer Service Representative-Office & Admin Specialist to greet visitors, answer inquiries, and manage applications. This full-time, day-shift role supports data entry, mail processing, and coordination of receipts within a hybrid work arrangement.

With in-office requirements of at least 3 days per week, the role emphasizes accurate information delivery, collaboration with staff, and adherence to board procedures.