Office Associate

JobAps; Smyrna, Northern (DE, KY); Hybrid; USD 32,000 - 42,000; Full time

Benefits offered by this job

Benefits package

Job summary

The Department of Health and Social Services (DHSS) seeks an Office Associate to support the Activity Therapy Department, handling clerical tasks, calendars, attendance data, and report preparation. You will assist residents during activities and help maintain a welcoming environment with strong organization and communication skills.

Responsibilities include front desk support, data entry, file management, and coordinating meetings while ensuring safeguarding and safety for residents under daily

Qualifications

• Coursework, training, and/or work experience in performing office support tasks such as drafting routine correspondence, reports, or logs, operating office equipment, handling mail, answering phones, and maintaining files and supplies.
• Coursework, training, and/or work experience in data collection from multiple sources for reports and databases.
• Coursework, training, and/or work experience in record keeping and data management.

Responsibilities

• Provide excellent customer service in person, electronically, or in written communication.
• Greet visitors, direct them, and answer calls as part of front desk operations or call center tasks.
• Enter, update, modify, and report on data using automated information systems and software.
• Sort, code, scan, upload, and index data and information.
• File, track, and retrieve physical and digital documents and records.

Skills

Office support

Phone answering

Records management

Education

Office data collection

Records management

Data entry basics

Tools

Office software

Job description

Introduction

Make 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 https://dhss.delaware.gov/dhss/ today!

Summary Statement

The Office Associate in this role will support the Activity Therapy Department, a recreational unit for residents. You will handle a wide range of clerical tasks, such as maintaining calendars, documenting attendance, gathering data for reports, typing schedules, sending reminders about deadlines, and managing supplies. Additionally, the Associate will work closely with residents to ensure their safety and comfort, providing support during activities and creating a welcoming environment. Strong organizational skills, effective communication abilities, and the capability to prioritize tasks are essential for enhancing the residents' recreational experience.

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

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.

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.

All new hires are required to report to the Statewide New Employee Orientation (SNEO) on their first day of employment. Sessions are held at designated locations in Kent or New Castle County.

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.

Pre-employment Drug Testing: 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.

Individuals who use TDD may request auxiliary aid or service by calling [phone] or by visiting delawarerelay.com.

If you need assistance with an accommodation under the Americans with Disabilities Act (ADA) or general applicant support, you may call [phone] or email [e-mail].

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.