Office Associate

State-of-Delawar; Georgetown (DE); On-site; USD 38,000 - 46,000; Full time

Job summary

State of Delaware is seeking an Office Associate to provide general office support for agency operations. You will perform essential functions with close supervision, delivering strong customer service, managing files, and handling data with automated systems.

Responsibilities include greeting visitors, answering calls, data entry, filing, scheduling, and preparing routine reports. Applicants should have coursework or experience in office support and data collection, with a focus on accuracy and

Qualifications

• Coursework, training, and/or work experience in performing office support work.
• Experience in data collection, compiling data from multiple sources.
• Experience in maintaining, filing, tracking, and retrieving documents and data.

Responsibilities

• Delivers excellent customer service in-person, electronically, or by written communication.
• Greets visitors, directs calls, and may support as part of a call center or front desk.
• Processes data using automated information systems to enter, update, modify, delete, retrieve, and report.
• Sorts, codes, scans, uploads, logs, and indexes data and information.
• Files, tracks, and retrieves physical, electronic, and digital documents and data.
• Creates and maintains filing systems and handles purging and disposal of records.
• Schedules meetings, hearings, and appointments and may assist with travel arrangements.
• Collects and compiles data to prepare reports and maintain records such as call logs and census sheets.
• Performs other related duties as required.

Skills

Customer service

Data entry

Records management

Communication

Education

Office support coursework

Data collection experience

Record keeping experience

Tools

Office equipment

Automated information systems

Database software

Job description

Summary Statement

This is the first level of office associate work, performing general office support for assigned agency operations. Employees perform the full range of Essential Functions, completing routine and standardized assignments under close supervision.

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 Requirements

JOB REQUIREMENTS for Office Associate

• 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.

Conditions of Hire

Applicants must be legally authorized to work in the United States. The State of Delaware Executive Branch participates in the Federal E-Verify system where the State will provide the federal government with each new hires 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.

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.

Pre-employment Drug Testing: Upon a conditional offer, you must undergo pre-employment drug testing as part of the hiring process.

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.

Benefits

To learn more about the comprehensive benefit package please visit our website at https://dhr.delaware.gov/benefits/

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. To request an auxiliary aid or service please call [phone]. TDD users should call the Delaware Relay Service Number 1-800-232-5460 for assistance.

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.