Office Operations Associate

State of West Virginia; Kanawha (IA); On-site; USD 32,000 - 42,000; Full time

Job summary

State of West Virginia is seeking a reception position at the Charleston Headquarters facility. You will provide telephone coverage, greet visitors, issue badges, log deliveries, and support clerical tasks to ensure smooth operations.

The role requires at least a high school diploma and two years of office or customer-facing experience, with duties including emergency floor marshal support and flexible front desk coverage.

Qualifications

• Two years of full-time or equivalent part-time office work or customer-facing experience.
• High school diploma or equivalent; substitution with college hours or vocational training allowed.

Responsibilities

• Provide telephone coverage for agency lines, screen messages and provide general information.
• Greet visitors, screen status, issue badges and sign in/out via iLobby system.
• Maintain database of frequent visitors and escort visitors as needed.
• Receive hand deliveries and log them into iLobby; ensure pickups are signed out.
• Act as floor marshal in emergencies and support mailroom coverage.
• Provide front desk coverage and adjust hours to cover shifts from 8:00 AM to 5:00 PM.
• Perform clerical duties such as copying, scanning, filing, data entry and emails.
• Regular attendance is required; complete an internet-based profile assessment.

Skills

Customer service

Front desk operations

Education

High school diploma

Job description

Summary

We welcome you to join our team where we value work/life balance and diversity. We offer a great benefits package that includes 12 paid holidays, insurance and flexible benefits, ample annual and sick leave accrual, flexible work schedules, an Employee Assistance Program, Wellness Initiatives, an optional 457 defined contribution retirement savings plan and more.

Click here for more information on benefits

Employee will be assigned to the Business Operations Office (BOO), Administrative Services Section, will work at the main receptionist desk at the Charleston Headquarters facility.

Duties include but are not limited to:

• Providing telephone coverage for the DEP Agency main line; Executive Office, Business Operations Office, and the Technology Office main telephone lines, screening messages and answering general information questions.
• Will serve as front line of security for the main entrance into the secured state facility.
• Will receive and greet all visitors to the Charleston Headquarters facility; screen visitors for visitor status; issue visitor badges and ensure that visitors sign in and out of the DEP visitor iLobby system.
• Maintains database of frequent visitors.
• Contact the proper personnel of their visitor and ensure that they are escorted to and from the lobby; act as visitor escort as needed within the facility.
• Employee will be responsible for receipt of hand deliveries; entry of hand deliveries into iLobby system; and ensure pickup of deliveries which will be entered into and signed out through iLobby system.
• Will act as floor marshal in the event of an emergency situation.
• Provide mailroom coverage as needed; provide additional receptionist desk coverage when the alternate receptionist is out sick or on scheduled leave and breaks; will need to adjust normal work hours when providing additional coverage at the front desk which must be covered from 8:00 A.M. - 5:00 P.M.
• Employee will provide backup to mail room staff.
• Employee will perform additional clerical duties as required and/or assigned.
• Employee will work with Administrative staff performing clerical duties such as, copying, scanning, filing electronic files in Application Extender, data entry, emails, and other clerical duties as assigned.
• Regular attendance is an essential part of this position.
• Qualifying applicants will be required to complete an internet-based profile assessment to compare the applicant's thinking and reasoning skills, behavioral traits and the occupational interests against the traits determined to be important to the posted position.

Qualifications

Training: Graduation from a standard high school or the equivalent.

AND

Experience: Two (2) years of full-time or equivalent part-time paid experience performing routine office work or customer-facing roles.

OR

Substitution: College hours, related business school, or vocational training may be substituted through an established formula for the required experience.