Receptionist/Senior Office Associate (Merit comparable)

State of Delaware; Dover (DE); On-site; USD 32,000 - 48,000; Full time

Benefits offered by this job

Healthcare plan

Pension plan

Vacation time

Sick leave

Parental leave

Job summary

State of Delaware seeks a Receptionist/Senior Office Associate to join the Criminal Division in Sussex County. The role manages front desk activity, providing customer service to internal and external callers and greeting visitors, while handling mail and deliveries.

Duties also include typing, filing, data entry, and preparing reports. The position may require coordinating meetings and travel arrangements.

Qualifications

• Six months' experience in office support tasks such as drafting routine correspondence, mail handling, answering phones and filing.
• Six months’ experience in data collection from multiple sources such as files, records, databases, staff or others.
• Six months’ experience in maintaining, filing, tracking, and retrieving documents and data.
• Six months' experience using an automated information system to manage data.

Responsibilities

• Provide excellent customer service in person, electronically, or in writing and greet visitors.
• Answer calls and direct visitors as part of a front desk operation.
• Process data using automated information systems to enter, update, modify, delete, retrieve, and report on data.
• Sort, codes, scan, upload, log, and index data and information.
• Files, tracks, and retrieves physical, electronic, and digital documents and data.
• Create and maintain new files, ensure data integrity, and handle purging/disposal of records.
• Coordinate meetings and appointments, assist with travel arrangements.
• Prepare reports and maintain records such as call logs and census sheets.
• Perform other related duties as required.

Skills

Customer service

Data entry

Records management

Office software

Tools

Automated information system

Job description

Introduction

Delaware's Attorney General, the State's chief law enforcement officer, has a broad responsibility to combat crime, uphold civil rights, safeguard families, fight fraud, and protect consumers in the First State.

In meeting this mission, Attorney General Kathy Jennings is supported by teams of talented lawyers and staff in the Criminal, Civil, Family, Fraud and Consumer Protection, and Civil Rights and Public Trust Divisions. Each of the more than 500 staff who work in the Office of the Attorney General are dedicated to serving all Delawareans with integrity and passion.

Deputy Attorneys General, with critical support from criminal special investigators, victim service specialists, paraprofessionals, and administrative staff, prosecute criminal cases, enforce consumer laws, provide counsel to state agencies, ensure the public's access to open government, protect the abused, and much more.

Summary Statement

The Delaware Department of Justice (DOJ) is seeking a Receptionist/Senior Office Associate to join the Criminal Division in Sussex County.

On a day-to-day basis, the Receptionist/Senior Office Associate manages a high volume of activity at the front desk to include providing customer service to internal and external callers as well as greeting and directing visitors. In addition to these tasks, the Receptionist/Senior Office Associate may be expected to pick up, sort, and deliver mail and facsimiles, process special delivery mail received, to include handling and receiving all packages (UPS, FedEx, etc.) as well as ensuring that mail left for pick up is appropriately handled. Duties also involve administrative functions including, but not limited to, typing, filing, data entry, copying and collating information, compiling jury panel profiles, in addition to serving as a receptionist. The position is dynamic and may also call for attention to various administrative duties as needed.

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 Senior Office Associate Applicants must have education, training and/or experience demonstrating competence in each of the following areas:

1. Six months' 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.
2. Six months’ experience in data collection such as collecting, compiling and maintaining data from multiple sources such as files, records, databases, customers, staff, or others.
3. Six months’ experience in record keeping such as maintaining, filing, tracking, and retrieving physical, electronic, and digital documents, reports, or other information.
4. Six months' experience in using an automated information system to enter, update, modify, delete, retrieve/inquire, and report on data.

Additional Posting Information

• This position is exempt from the State of Delaware Merit System.

Conditions of Hire

• Employment is contingent upon satisfactory background checks.
• Direct deposit of paychecks is required as a condition of hire.
• Applicants must be legally authorized to work in the United States.

Benefits

Department of JusticeBenefits Include:

• May be eligible Loan forgiveness (State and Federal).
• State of Delaware healthcare plan.
• State of Delaware pension plan.
• Over 4 weeks of vacation per year.
• 3 weeks of paid sick leave per year.
• 12 weeks of paid parental leave.

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

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.