Office services representative job description
Updated March 14, 2024
7 min read
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Example office services representative requirements on a job description
Office services representative requirements can be divided into technical requirements and required soft skills. The lists below show the most common requirements included in office services representative job postings.
Sample office services representative requirements
- High school diploma or equivalent
- 2+ years of experience in an office setting
- Proficiency in Microsoft Office and other related software
- Familiarity with basic office equipment
- Excellent communication abilities
Sample required office services representative soft skills
- Exceptional organizational skills
- Ability to multitask and prioritize tasks
- Strong attention to detail
- Customer service orientation
- Adaptability to changing environments
Office services representative job description example 1
Memorial Healthcare System office services representative job description
Serves as an initial point of contact and resource for internal and external inquiries regarding service issues on patient accounts.
Detailed responsibilities:
* Receives and responds to customer inquiries to ensure timely and accurate resolution of patient account issues. Provides assistance/counseling regarding setting up payment plans and resolving billing/collection errors.
* Reviews patient account history and contacts appropriate internal/external resources as necessary to investigate and resolve patient account issues. Refers/escalates issues to appropriate personnel as necessary.
* Documents/notes patient accounts regarding identified issues and responses taken.
Competencies and skills:
Essential:
* STANDARDS OF BEHAVIOR: Acts in a manner that supports the standards of communication, respect, privacy, and teamwork by demonstrating a commitment to professional and ethical conduct.
* CUSTOMER SERVICE: Demonstrates commitment to service excellence by promptly addressing internal/external customer issues/requests, resolving concerns while maintaining a professional image and behavior to build and enhance the patient/family/customer experience.
* ACCOUNTABILITY: Accepts ownership of job roles and specific assignments/goals; works independently, takes responsibility for own actions; admits mistakes and judgment errors; and accepts constructive feedback. Connects personal work results to the accomplishment of team and organizational goals.
* RESPONDING TO CHANGE: Accepts change and adapts in a positive and productive manner; handles unexpected situations and changes in direction calmly and with confidence. Views new assignments and job responsibilities as an opportunity for growth.
* WORKLOAD MANAGEMENT: Manages completion of work assignments based on priority and due dates.
* INSURANCE VERIFICATION: Verifies and enters insurance information and authorization/referral requirements.
* ACCURACY: Completes work assignments within established quality and/or quantity standards.
* ANALYSIS AND DECISION MAKING: Uses decision making processes and tools to analyze situations and make effective decisions.
* EFFECTIVE COMMUNICATION: Communicates effectively with various audiences using the most appropriate method for the situation.
* PROBLEM SOLVING: Ability to identify, analyze and effectively solve problems.
* ORGANIZATION SKILLS: Organizes work to achieve maximum efficiency.
Education:
Essential:
* High School Diploma or Equivalent
Credentials:
Other information:
Complexity of Work: Requires critical thinking skills, decisive judgment and the ability to work with minimal supervision. Must be able to work in a stressful environment and take appropriate action. Required to type 35 wpm.
Required Work Experience: None required.
Working conditions:
Essential:
* Keyboard Entry 80.00%
* Lifting or Carrying 0 - 25 lbs Non-Patient 60.00%
* Pushing or Pulling 0 - 25 lbs Non-Patient 60.00%
* Repetitive Movement Hand/Arm 80.00%
* Sitting 80.00%
* Standing 80.00%
* Walking 80.00%
* Audible Speech 80.00%
* Hearing Acuity 80.00%
* Depth Perception 80.00%
* Seeing - Far 80.00%
* Seeing - Near 80.00%
* Computer Monitor 80.00%
Organizational Profile:
Memorial Healthcare System, consisting of 6 acute care hospitals, a nursing home, outpatient facilities, home health services and physician practices, provides quality, comprehensive care to the residents of the surrounding communities. We invite you to join one of the nation's leading healthcare systems, recognized for use of advanced technology and clinical informatics.
Memorial Support Services provides a variety of business services to support our facilities. The main offices are located in Miramar with satellite offices located throughout our system.
**_Disclaimer:_** _This job description is not intended, nor should it be construed to be an exhaustive list of all responsibilities, skills, efforts or working conditions associated with the job. It is intended to indicate the general nature and level of work performed by employees within this classification._
Memorial Healthcare System is proud to be an equal opportunity employer committed to workplace diversity. Memorial Healthcare System recruits, hires and promotes qualified candidates for employment opportunities without regard to race, color, age, religion, gender, gender identity or expression, sexual orientation, national origin, veteran status, disability, genetic information, or any factor prohibited by law. We are proud to offer Veteran's Preference to former military, reservists and military spouses (including widows and widowers). You must indicate your status on your application to take advantage of this program.
Detailed responsibilities:
* Receives and responds to customer inquiries to ensure timely and accurate resolution of patient account issues. Provides assistance/counseling regarding setting up payment plans and resolving billing/collection errors.
* Reviews patient account history and contacts appropriate internal/external resources as necessary to investigate and resolve patient account issues. Refers/escalates issues to appropriate personnel as necessary.
* Documents/notes patient accounts regarding identified issues and responses taken.
Competencies and skills:
Essential:
* STANDARDS OF BEHAVIOR: Acts in a manner that supports the standards of communication, respect, privacy, and teamwork by demonstrating a commitment to professional and ethical conduct.
* CUSTOMER SERVICE: Demonstrates commitment to service excellence by promptly addressing internal/external customer issues/requests, resolving concerns while maintaining a professional image and behavior to build and enhance the patient/family/customer experience.
* ACCOUNTABILITY: Accepts ownership of job roles and specific assignments/goals; works independently, takes responsibility for own actions; admits mistakes and judgment errors; and accepts constructive feedback. Connects personal work results to the accomplishment of team and organizational goals.
* RESPONDING TO CHANGE: Accepts change and adapts in a positive and productive manner; handles unexpected situations and changes in direction calmly and with confidence. Views new assignments and job responsibilities as an opportunity for growth.
* WORKLOAD MANAGEMENT: Manages completion of work assignments based on priority and due dates.
* INSURANCE VERIFICATION: Verifies and enters insurance information and authorization/referral requirements.
* ACCURACY: Completes work assignments within established quality and/or quantity standards.
* ANALYSIS AND DECISION MAKING: Uses decision making processes and tools to analyze situations and make effective decisions.
* EFFECTIVE COMMUNICATION: Communicates effectively with various audiences using the most appropriate method for the situation.
* PROBLEM SOLVING: Ability to identify, analyze and effectively solve problems.
* ORGANIZATION SKILLS: Organizes work to achieve maximum efficiency.
Education:
Essential:
* High School Diploma or Equivalent
Credentials:
Other information:
Complexity of Work: Requires critical thinking skills, decisive judgment and the ability to work with minimal supervision. Must be able to work in a stressful environment and take appropriate action. Required to type 35 wpm.
Required Work Experience: None required.
Working conditions:
Essential:
* Keyboard Entry 80.00%
* Lifting or Carrying 0 - 25 lbs Non-Patient 60.00%
* Pushing or Pulling 0 - 25 lbs Non-Patient 60.00%
* Repetitive Movement Hand/Arm 80.00%
* Sitting 80.00%
* Standing 80.00%
* Walking 80.00%
* Audible Speech 80.00%
* Hearing Acuity 80.00%
* Depth Perception 80.00%
* Seeing - Far 80.00%
* Seeing - Near 80.00%
* Computer Monitor 80.00%
Organizational Profile:
Memorial Healthcare System, consisting of 6 acute care hospitals, a nursing home, outpatient facilities, home health services and physician practices, provides quality, comprehensive care to the residents of the surrounding communities. We invite you to join one of the nation's leading healthcare systems, recognized for use of advanced technology and clinical informatics.
Memorial Support Services provides a variety of business services to support our facilities. The main offices are located in Miramar with satellite offices located throughout our system.
**_Disclaimer:_** _This job description is not intended, nor should it be construed to be an exhaustive list of all responsibilities, skills, efforts or working conditions associated with the job. It is intended to indicate the general nature and level of work performed by employees within this classification._
Memorial Healthcare System is proud to be an equal opportunity employer committed to workplace diversity. Memorial Healthcare System recruits, hires and promotes qualified candidates for employment opportunities without regard to race, color, age, religion, gender, gender identity or expression, sexual orientation, national origin, veteran status, disability, genetic information, or any factor prohibited by law. We are proud to offer Veteran's Preference to former military, reservists and military spouses (including widows and widowers). You must indicate your status on your application to take advantage of this program.
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Office services representative job description example 2
Canon office services representative job description
**Overview**
Under general supervision, is responsible for all mail, packages and interoffice correspondence handling and dispatching for all classes of mail/packages. Responsibilities may also include copy center activities, reception, hospitality and/or other duties as assigned.
**Responsibilities**
**CUSTOMER SERVICE**
· Insures total customer satisfaction through understanding of customer expectations, proactive problem identification/resolution, and maximizing opportunities to build relationships
**MAIL/PACKAGES/POUCHES**
· Receive, sort, and deliver all incoming mail & packages according to assigned floors and within established time frames. Wrap, seal, weigh, affix postage and dispatch all outgoing mail/packages in accordance with postal regulations
· Prepare special outgoing inter-office pouches sent to client affiliates as scheduled (if applicable)
· Package and process outgoing overnight items, i.e. Federal Express, UPS, etc., to meet client and vendor deadlines. Log and deliver incoming overnight packages within established time frames
· Log outgoing and incoming items as required and review for accuracy/completeness
**SUPPLIES/COPYING/FAXING/ADMINISTRATION**
· Organize and distribute supplies to client employees as detailed in job requests. Verify and log orders upon delivery. Monitor inventory of copy supplies, stock paper and toner and keep supply area neat (inclusive of convenience copiers)
· Handle items for distribution to a segment of or all of client employees, affiliates, dealers, etc
· Estimate runtime on the small to medium photocopy jobs. Check all copies produced for quality and accuracy. Produce bound copies of work when requested. Deliver and pick up copy jobs
· May provide minor maintenance of photocopy machine such as solving paper jams, placing service calls and routine cleanings
· Operate facsimile machines; send and receive facsimiles. Keep complete and accurate logs of incoming and outgoing facsimiles. Where appropriate, input facsimile data into computer for client charge back. Generate activity reports, confirmation reports, and call the receiver to confirm receipt as necessary
· Prepare monthly production and volume reports in order to measure productivity and prepare billing charges
· Performs other administrative duties from inserting, copying and photocopying to faxing as needed
**May possibly perform any of the following functions at the direction of the Site Manager:**
· Set up and maintain client's kitchen areas and conference rooms, order food and make coffee
· Provide reception work such as answering telephones, taking messages and greeting visitors
· Move boxes, supplies or furniture; replace light bulbs
· Document scanning
· Prepare outgoing items for shipping
· Due to changing technology in office automation, will be required to learn new features and functionalities of copying machines, faxes, scanning, shipping equipment as introduced at the site
· Additional duties as assigned
**Qualifications**
+ High school Diploma or equivalent
+ 2-5 years' experience working in a mailroom or professional office environment
+ Knowledge of metering, weighting, logging and other shipping procedures
+ Proficiency in computer skills preferred
+ Ability to perform routine and some complex functions of various equipment and systems (fax, scanner, metering, stamping, tracking systems, photocopying, color copying, etc.)
+ Excellent customer service, professional attitude and appearance are a must
+ Ability to work overtime & meet deadlines
**PHYSICAL DEMANDS**
+ Requires regular twisting/turning/squatting/bending/reaching/lifting and prolonged periods of sitting, standing or walking.
+ May regularly lift and carry up to 20 lbs. and move (push mail cart) over 50 lbs
+ May occasionally lift up to 50 lbs
+ Frequent use of hand and foot controls
+ May occasionally need to climb stairs
**What We Offer:**
Competitive pay & benefits!
Comprehensive training and development programs that prepare employees to advance from within.
A company focused on creating a positive work and client environment.
Employee discounts on entertainment, products, and services nationwide!
**_Come Join Our Team!_**
**Job Locations** _US-IL-Lisle_
**Posted Date** _3 weeks ago_ _(9/28/2022 9:46 AM)_
Under general supervision, is responsible for all mail, packages and interoffice correspondence handling and dispatching for all classes of mail/packages. Responsibilities may also include copy center activities, reception, hospitality and/or other duties as assigned.
**Responsibilities**
**CUSTOMER SERVICE**
· Insures total customer satisfaction through understanding of customer expectations, proactive problem identification/resolution, and maximizing opportunities to build relationships
**MAIL/PACKAGES/POUCHES**
· Receive, sort, and deliver all incoming mail & packages according to assigned floors and within established time frames. Wrap, seal, weigh, affix postage and dispatch all outgoing mail/packages in accordance with postal regulations
· Prepare special outgoing inter-office pouches sent to client affiliates as scheduled (if applicable)
· Package and process outgoing overnight items, i.e. Federal Express, UPS, etc., to meet client and vendor deadlines. Log and deliver incoming overnight packages within established time frames
· Log outgoing and incoming items as required and review for accuracy/completeness
**SUPPLIES/COPYING/FAXING/ADMINISTRATION**
· Organize and distribute supplies to client employees as detailed in job requests. Verify and log orders upon delivery. Monitor inventory of copy supplies, stock paper and toner and keep supply area neat (inclusive of convenience copiers)
· Handle items for distribution to a segment of or all of client employees, affiliates, dealers, etc
· Estimate runtime on the small to medium photocopy jobs. Check all copies produced for quality and accuracy. Produce bound copies of work when requested. Deliver and pick up copy jobs
· May provide minor maintenance of photocopy machine such as solving paper jams, placing service calls and routine cleanings
· Operate facsimile machines; send and receive facsimiles. Keep complete and accurate logs of incoming and outgoing facsimiles. Where appropriate, input facsimile data into computer for client charge back. Generate activity reports, confirmation reports, and call the receiver to confirm receipt as necessary
· Prepare monthly production and volume reports in order to measure productivity and prepare billing charges
· Performs other administrative duties from inserting, copying and photocopying to faxing as needed
**May possibly perform any of the following functions at the direction of the Site Manager:**
· Set up and maintain client's kitchen areas and conference rooms, order food and make coffee
· Provide reception work such as answering telephones, taking messages and greeting visitors
· Move boxes, supplies or furniture; replace light bulbs
· Document scanning
· Prepare outgoing items for shipping
· Due to changing technology in office automation, will be required to learn new features and functionalities of copying machines, faxes, scanning, shipping equipment as introduced at the site
· Additional duties as assigned
**Qualifications**
+ High school Diploma or equivalent
+ 2-5 years' experience working in a mailroom or professional office environment
+ Knowledge of metering, weighting, logging and other shipping procedures
+ Proficiency in computer skills preferred
+ Ability to perform routine and some complex functions of various equipment and systems (fax, scanner, metering, stamping, tracking systems, photocopying, color copying, etc.)
+ Excellent customer service, professional attitude and appearance are a must
+ Ability to work overtime & meet deadlines
**PHYSICAL DEMANDS**
+ Requires regular twisting/turning/squatting/bending/reaching/lifting and prolonged periods of sitting, standing or walking.
+ May regularly lift and carry up to 20 lbs. and move (push mail cart) over 50 lbs
+ May occasionally lift up to 50 lbs
+ Frequent use of hand and foot controls
+ May occasionally need to climb stairs
**What We Offer:**
Competitive pay & benefits!
Comprehensive training and development programs that prepare employees to advance from within.
A company focused on creating a positive work and client environment.
Employee discounts on entertainment, products, and services nationwide!
**_Come Join Our Team!_**
**Job Locations** _US-IL-Lisle_
**Posted Date** _3 weeks ago_ _(9/28/2022 9:46 AM)_
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Updated March 14, 2024
Updated March 14, 2024