Become An Office Services Specialist

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Working As An Office Services Specialist

Communicating with Supervisors, Peers, or Subordinates
Performing Administrative Activities
Interacting With Computers
Getting Information
Establishing and Maintaining Interpersonal Relationships

Mostly Sitting
Repetitive
$53,370
Average Salary

What Does An Office Services Specialist Do At Virginia State Government

* Resolves, modifies, updates error and rejected transactions on the Virginia Computerized Criminal History (CCH) system by researching arrest information missing a final disposition.
* Contacts the court clerks, arresting agencies, and/or FBI via e-mail, telephone, fax, and mail to resolve missing information as necessary.
* Reviews criminal records for erroneous or invalid information; updates arrests and/or dispositions as needed.
* Provides disposition updates to the FBI.
* Works mandatory overtime when assigned by supervision to address peak workload.
* Accurately performs data entry functions to establish/update microfiche jacket information on criminal records.
* Verifies automated microfiche jackets for accuracy and validity.
* Scans and archives source documents that are manually or electronically sent from the courts.
* Assists with archival of mental health forms.
* Responds to incoming telephone inquiries from law enforcement agencies and the courts pertaining to criminal record discrepancies.
* Resolves record issues appropriately.
* Produces weekly statistical report of completed work for supervision.
* Provides assistance to other CJIS Sections as workload dictates.
* Performs other duties as assigned by supervisor or CCRE Manager

What Does An Office Services Specialist Do At Ricoh Americas Corporation

* An integral member of the service team by supporting the daily operations of one or more MS locations for all contracted service.
* Assists with new MS site implementation.
* Utilizes TRAC for tracking onsite services
* Understand site requirements and performing associated duties
* Knowledgeable of all area services within assigned accounts
* Performs daily visual inspection of site services and Ricoh and customer compliancy to safety.
* Routinely spend time overseeing the service delivery quality and answering the questions of on-site staff
* Optimizes services and personnel resources in a wider area beyond the site level in order to meet deadlines.
* Fills in for absences or vacations of the onsite resources, may include site supervisor.
* Coordinates all aspects of services, which entails traveling to and from various accounts.
* Answer questions for the other staff during completion of in-house and off-site services.
* Creates and maintains a customer-focused environment.
* Is responsible for customer satisfaction by engaging end-user feedback.
* Is responsible for raising customer issue to ESM/AOM, Supports the resolution to completion.
* Validate Site Procedures guide documentation, escalating gaps to SM/ESM/AOM
* Routinely identifies and documents process improvement suggestions and communicates them to management.
* Assists in the training of new and existing employees.
* Focus daily time to overseeing employee work and answering questions.
* Ensures field compliance with RICOH Service Excellence performance requirements.
* Proactively manage service requests for hardware and software solutions in the service center.
* Arrange for service calls and follow through on escalations
* Effectively escalate technical issues as defined in site procedures guide
* May order operational supplies for support of contracted services per procedures guide
* Collects data for the completion of the Monthly Management Report as directed
* Proficient in implementation, documentation of site procedures, and sufficient quantity to support operations now and in the future
* Other duties as assigned

What Does An Office Services Specialist Do At Virginia State Government

* Will interact with customers on a daily basis by projecting a professional demeanor at all times and provide exceptional customer service.
* Receives, processes and explains required documents according to District and Agency regulations.
* Plans and organizes workload and related duties to ensure coverage for the front desk which includes answering phone calls and providing general information such as office hours, location and clinical hours.
* Provides exemplary clerical support to all programs to include: Vital Statistics and clinic services such as: Well Child, Family Planning, STD, and Immunizations.
* This position will have a primary focus on Environmental Health.
* Will also perform administrative duties to assist Environmental Health processes and procedures which could include processing of applications and answering any client questions.
* Responsible for the daily deposits, patient accounts, ordering supplies and providing coverage of other programs, such as Environmental Health program as needed.
* Performs a variety of administrative support tasks in a reliable and accurate manner such as, but not limited to: filing, reception duties, sorting mail and handling all documents.
* Minimum Qualifications
* The ideal candidate will work as a team with other administrative employees to promote a team atmosphere.
* Will have knowledge of general office practices and procedures (typing, filing, copying and faxing), knowledge of basic computer functions (Microsoft Office, email and data entry), and excellent customer service skills.
* Oral and written communication skills to include the ability to interact professionally with diverse cultural populations and to communicate clearly and concisely.
* Preferred Qualifications
* Experience working in a business office atmosphere to include experience working in a environmental health office setting and/or medical office setting.
* Experience working with an Environmental Health Database system.
* Bilingual in English/Spanish experience preferred.
* Special Requirements
* Employment is contingent upon satisfactory results of a state and federal criminal history background check and the Department of Social Service’s Child Abuse and Neglect Central Registry check, U
* S. HHS IG Exclusion List check, employment reference check, and E
* Verify.
* The selected candidate must complete a Statement of Personal Economic Interests as a condition of employment, if applicable (Va.
* Code § 2
* Other financial, credit, driving, or other background checks prior to employment may be required for certain positions.
* Special Instructions to Applicants
* VDH accepts only Web
* Based online applications.
* Applications that are faxed, mailed or emailed will NOT be accepted.
* The Web
* Based application will be accepted until midnight on the closing date.
* Contact Information
* Name
* Cindie Hedrick
* Phone
* X122
* Email
* cindie.hedrick@vdh.virginia.gov
* Address
* Lord Fairfax Health District
* Baker Street
* Winchester, VA 22601
* Working Title:
* Office Services Specialist (03365)
* Role Title:
* Admin and Office Spec II
* Job Open Date:
* Job Close Date:
* Is this position funded in whole or in part by the American Recovery & Reinvestment Act (Stimulus Package)?:
* No
* Hiring Range:
* Negotiable up to $34,000
* Agency:
* Dept of Health (601)
* Location:
* Clarke
* Position Number:
* Job Posting Number:
* Type of Recruitment:
* General Public
* G
* Does this position have telework options?:
* No

What Does An Office Services Specialist Do At Ricoh Americas Corporation

* Runs high volume copy machines and performs binding and finishing work.
* Operate high volume scanners.
* Operate image handling software
* Operate MS Office and Email systems
* Ensures convenience copiers are working properly, checking for quality via daily inspections.
* Clears paper jams and informs technicians of specific problems.
* Maintains records for management reports and inventories of supplies needed.
* Distributes office supplies, fax transmissions and mail to company personnel and/or designated drop-off points as required.
* Calculates charges for jobs performed and maintains some billing logs.
* Responds to and coordinates all service calls required by customer.
* May perform filing duties in conjunction with specific customer requests.
* Delivers completed jobs to pre-determined customer locations within and outside of the site.
* Maintains daily meter and service logs.
* May travel between customer's buildings.
* Answers customer questions regarding status or feasibility of job requests.
* Ensures upkeep of convenience copier areas by keeping neat and well stocked.
* Performs duties related to the shipping and/or receiving of materials.
* Uses shrink-wrap machine, paper cutter, hole driller, bindery equipment, jogger, tape machine, stackers, electric stapler and scales in completion of various jobs contracted.
* Uses all copier equipment, calculator, fax machine, postage meter and some PC.
* Performs filing duties, which may include 'purging' and archiving old documents.
* Performs other duties as assigned

What Does An Office Services Specialist Do At Virginia State Government

* collecting and entering payments, reconciling cash and receipts and preparing deposits.
* Reviews Death Certificates, assigns control numbers, issues certified copies, burial transit, disinterment and re-interment permits in accordance with policies and regulations.
* Additionally, performs multiple support tasks following defined guidelines.
* VDH offers a competitive compensation package in addition to an employer paid retirement, employer-paid life insurance, employer paid malpractice protection, employer-subsidized health insurance, pre-tax 457/401(a) deferred compensation plan with employer cash match up to $40/month, pre-tax medical reimbursement and child/elder care reimbursement plans, employer-paid short term and long term disability plan, annual leave, sick leave, and paid holidays

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How To Become An Office Services Specialist

High school graduates who have experience using computer software applications, such as word processing and spreadsheets, usually qualify for entry-level positions. Although most secretaries learn their job in several weeks, many legal and medical secretaries require additional training to learn industry-specific terminology. Executive secretaries usually need several years of related work experience.

Education

High school graduates can take courses in word processing and office procedures at technical schools or community colleges. Some temporary placement agencies also provide training in word processing, spreadsheet, and database software.

Some medical and legal secretaries learn industry-specific terminology and practices by attending courses offered at community colleges or technical schools. For executive secretary positions, employers increasingly prefer to hire those who have taken some college courses or have a bachelor’s degree.

Training

Secretaries and administrative assistants typically learn their skills through short-term on-the-job training, usually lasting a few weeks. During this time they learn about administrative procedures, including how to prepare documents. Medical and legal secretaries’ training may last several months as they learn industry-specific terminology and practices.

Work Experience in a Related Occupation

Executive secretaries can gain experience by working in administrative positions that have less challenging responsibilities. Many secretaries and administrative assistants advance to higher level administrative positions.

Licenses, Certifications, and Registrations

Although not required, certification can demonstrate competency to employers.

The International Association of Administrative Professionals offers the Certified Administrative Professional (CAP) certification. Candidates must have a minimum of 2 to 4 years of administrative work experience, depending on their level of education, and pass an examination.

Legal secretaries have several certification options. For example, those with 1 year of general office experience, or who have completed an approved training course, can acquire the Accredited Legal Professional (ALP) certification through a testing process administered by NALS (previously known as National Association of Legal Secretaries). NALS also offers the Professional Legal Secretary (PLS) certification, considered to be an advanced certification for legal support professionals.

The Certified Legal Secretary Specialist (CLSS) certification is conferred by Legal Secretaries International in areas such as intellectual property, criminal law, civil litigation, probate, and business law. Candidates typically need to have 5 years of legal experience and pass an examination to become certified.

Advancement

Secretaries and administrative assistants generally advance to other administrative positions with more responsibilities, such as office supervisor, office manager, or executive secretary.

With additional training, many legal secretaries become paralegals or legal assistants.

Important Qualities

Integrity. Many secretaries and administrative assistants are trusted to handle sensitive information. For example, medical secretaries collect patient data that is required, by law, to be kept confidential in order to protect patient privacy.

Interpersonal skills. Secretaries and administrative assistants interact with clients, customers, or staff. They should communicate effectively and be courteous when interacting with others to create a positive work environment and client experience.

Organizational skills. Secretaries and administrative assistants keep files, folders, and schedules in proper order so an office can run efficiently.

Writing skills. Secretaries and administrative assistants write memos and emails when communicating with managers, employees, and customers. Therefore, they must have good grammar, ensure accuracy, and maintain a professional tone.

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Top Skills for An Office Services Specialist

Top Office Services Specialist Skills

Procedures
Data Entry
Department Databases

You can check out examples of real life uses of top skills on resumes here:

Calculated, prepared, and issued bills, invoiced and accounted statements according to established procedures.
Performed general office duties, data entry, filed, faxed and copied, mileage, dispatching, 36 line phone.
Maintained department databases and records and compiled tracking data.
Provided Customer Services to all internal and external vendors Maintained daily and monthly financial reports
Supported the Office Services Manager and provided services to approximately 600 people within the company.