This position, located in Dover, primarily serves as a receptionist at a very busy front desk, assisting walk in clients, routing phone calls, answering questions and providing basic agency information to visitors. Duties include customer service, data entry, typing, filing, clerical tasks, general office duties, etc. The incumbent works within Public Relations and assists with various marketing and community endeavors.
Essential functions are fundamental, core functions common to the job and are not intended to be an exhaustive list of all job duties. Since specifications are descriptive and not restrictive, incumbents can complete job duties of similar kind not specifically listed here.
Answers phones, directs calls and takes messages.
Processes information to include sorting, coding, entering, modifying, deleting, filing and retrieving data; establishes new files and new filing systems; manages files; maintains control of data and conducts follow-up to maintain continuity of operations; purges and disposes of data/records.
Interacts with the public, clients, vendors, agency staff and others to respond to inquiries and to process information and data. Schedules appointments and coordinates conferences, hearings, travel, and related office activities as required.
Explains standard forms, policies, procedures, agency services, systems and basic program requirements; screens complaints and provides basic technical guidance; refers individuals to appropriate staff and other agencies, if applicable.
Collects and compiles data to prepare reports; composes and types routine correspondence, documents, etc. as assigned.
Operates office machines; handles incoming/outgoing mail as well as postal and shipping services as assigned; maintains and updates supplies.
Assists with various marketing and community endeavors.
Performs other related duties as assigned.
Knowledge, Skills and Abilities
The intent of the listed knowledge, skills and abilities is to give a general indication of the core requirements for all positions. Therefore, the KSA’s listed are not exhaustive or necessarily inclusive of the requirements of every position.
Knowledge of applicable agency programs, procedures, policies, services, systems and operations.
Knowledge of the methods and techniques for eliciting and disseminating information.
Knowledge of keyboard operations and document formatting.
Knowledge of agency filing and information systems.
Knowledge of office practices and procedures.
Knowledge of grammar, punctuation, and spelling.
Knowledge of basic mathematical calculations.
Knowledge of housing-related terminology.
Skill in filing and searching files and records for information.
Skill in verifying, recording, processing, and compiling data accurately and resolving discrepancies in records.
Skill in operating a variety of office machines and equipment including, but not limited to, phones, computers, copiers, fax machines, and telephone systems.
Ability to learn how to use agency information systems.
Ability to perform a variety of general office duties efficiently and accurately.
Ability to communicate effectively in oral and written form.
Ability to compose routine memoranda.
Ability to schedule appointments and make arrangements for travel, hearings, conferences and similar activities.
Ability to compile routine reports from records/files maintained.
JOB REQUIREMENTS for Operations Support Specialist
Applicants must have education, training and/or experience demonstrating competence in each of the following areas:
Experience in office operations which includes operating office machines, handling incoming and outgoing mail, postal and shipping services, answering phones, directing calls and taking messages; file maintenance; maintaining and updating supplies.
Knowledge of data collection which includes collecting, compiling and maintaining data from multiple sources such as files, records, databases, customers, staff or others.
Knowledge of record keeping which includes maintaining records, logs, and filing systems.
Knowledge of using an automated information and phone systems to enter, update, modify, delete, retrieve/inquire and report on data. 5. Minimum typing speed of 40 wpm
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