Office Specialist

Job Description

Looking for a dependable, hard-working individual to fill our downtown SLC Office Specialist position. Do you value face to face interactions?

Are you innovative and want to actively participate in providing excellent customer service? Are you ready to start your career in State Government?

If so, apply today! This position is with the Division of Professional Licensing (DOPL) within the Utah Department of Commerceand offers full benefits from day one.

This position is NOT eligible for telework, but an additional $1 / hour will be added to the offered salary, while providing in-person customer service at our front desk area.

This position will work Monday-Friday 8 am to 5 pm with a one-hour lunch break.

PRINCIPAL DUTIES

This division deals with high volume telephone and walk-in exchanges with consumers and licensees. Your position will be at the front counter speaking to the public, taking money, directing questions, and entering data.

Your duties will include, but are not limited to the following :

Performing basic accounting functions such as receiving and recording cash payments, basic bookkeeping, and accounts receivable.

Dealing with public exchanges requiring thoughtful communication and positive interpersonal skills.

Fingerprinting applicants; standing for periods of time fingerprinting licensing applicants.

Processing applications within the criminal history unit, sending fingerprint cards to BCI and processing fingerprint card returns.

Processing a variety of agency documents by reviewing for accuracy and completeness, updating information, and evaluating against policy.

Providing the public and others with information and assistance to complete forms and applications.

Verifying data entry by comparing the source document against input data, utilizing automated verification system, using dual entry or other verification technique.

Maintaining and creating files or record keeping systems.

Sorting, labeling, filing and retrieving documents, or other materials.

Receiving, researching, and responding to incoming questions or complaints.

Providing information, explaining policy and procedures, and facilitating a resolution.

Monitoring, tracking, and following up on documentation, case files or other assignments to ensure appropriate timelines are met and action completed.

Retrieving data found in databases to generate requested reports.

Writing / originating correspondence, documentation, and other written communication.

THE IDEAL CANDIDATE

Our ideal candidate will be :

Organized

Decisive

Able to communicate well

A great team player

WHY YOU SHOULD JOIN OUR TEAM

This position is eligible for a rich benefits package, generous paid time off, and great work-life balance. You can learn more about offered benefits here.

AGENCY

The Department of Commerce is the licensing and registration agency for Utah's professional and business community. We provide oversight of business registrations, trademarks, Uniform Commercial Code filings, professional licensing , consumer protection, public utilities, securities, real estate and residential mortgage lending.

BENEFITS

Health Insurance - Public Employee Health Program (PEHP) :

3 medical plan options. Choose a Traditional or High Deductible Health Plan. There is an Opt-Out Cash Benefit option for those that have other medical insurance coverage.

5 dental plan options, with an Opt-Out Cash Benefit option for those that have other dental insurance coverage.

4 vision plan options under EyeMed or OptiCare

Retirement - Utah Retirement Systems (URS) :

Employees who have any service credit with an employer covered by the Utah Retirement Systems prior to 7 / 1 / 2011 are in the Tier I Public Employees System.

Employees hired on or after 7 / 1 / 2011 and who have never been in the URS retirement system have two options for retirement in the Tier II System.

Tier 2 Hybrid Retirement System. Employer contributes an amount equal to 10% of your salary between both plans (pension and 401(k))

Tier 2 Defined Contribution Plan. Employer contributes an amount equal to 10% of your salary to a 401(k) plan only.

Employer contributions to your 401(k) are vested after four years.

Paid Time Off :

Annual leave and sick leave are accrued at 4 hours per pay period each (4 hours annual, 4 hours sick).

Annual leave amounts increase with years of service.

We have 12 paid holidays.

Qualifications

includes knowledge, skills, and abilities required upon entry into position and trainable after entry into position)

• Deal with people in a manner which shows sensitivity, tact, and professionalism
• Operate office equipment
• Communicate fluently in English
• Knowledge of applicable laws, rules, regulations and / or policies and procedures
• Maintain confidentiality
• Knowledge of agency objectives, organization, structure and mission
• Plan, organize and prioritize time and workload in order to accomplish tasks and meet deadlines
• Organize information in a clear and concise manner
• Monitor or track information or data
• Use automated software applications
• Understanding of proper grammar, spelling and punctuation

Supplemental Information

• The Job Classification is an Office Specialist I (#11020).
• As a condition of employment with the Department of Commerce, employees shall receive compensatory time off in lieu of payment in cash for all overtime worked under the Fair Labor Standards Act (FLSA).
• DHRM rules apply for promotions / transfers.
• Risks found in the typical office setting, which is adequately lighted, heated and ventilated, e.g., safe use of office equipment, avoiding trips and falls, observing fire regulations, etc.
• Typically, the employee may sit comfortably to perform the work, however, they may be asked to stand for over an hour while fingerprinting;

there may be some walking; standing; bending; carrying light items; driving an automobile, etc. Special physical demands are not required to perform the work.