CUSTOMER SERVICE AIDE (DHS)

State of careers Rhode Island•Middletown, CT

6d•$45,427 - $49,187•Onsite

About The Position

Within the Department of Human Services (DHS), this role involves performing a variety of customer service and clerical duties. Key responsibilities include greeting and registering customers into the eligibility system, verifying and/or changing non-financial data collection information, producing and ensuring the quality of digital copies of documents, and filing and indexing these digital copies. The position also involves verifying and updating customer address information, performing receptionist duties, assisting the public with forms and the self-service portal, preparing, verifying, sorting, batching, and scanning documents, indexing and filing scanned documents, retrieving calls, mailing requested forms, and organizing, maintaining, and purging files. Additionally, the role includes receiving, sorting, and distributing mail, entering and processing information for departmental programs, scanning case records, answering phones, taking messages, and transferring calls. The position requires operating office equipment such as scanning machines and copiers, and preparing various clerical records related to fiscal activities. The role also supports scanning operations at various DHS locations, excluding Central Scanning, and performs other related duties as required.

Requirements

Graduation from high school or high school equivalency (GED)
Employment in a position involving the performance of simple routine repetitive clerical work
A working knowledge of office practices
The ability to work independently or in collaboration with others in a team
The ability to adapt to changing tasks and sudden changes in priorities based on workflow
A demonstrated ability for attention to detail
Proficiency working on computer equipment including multiple monitors
The ability to comprehend and carry out simple directions, both oral and written
Basic computer skills and working knowledge of Microsoft Word and Excel are required to perform the duties

Responsibilities

Greeting and registering customers into the eligibility system
Verify and/or change non-financial data collection information
Producing digital copies of documents
Ensuring the quality of original and digital copies of documents
Filing and indexing digital copies
Verify and update customer address information in eligibility system
Perform receptionist duties such as greeting and directing customers, provide information of a routine nature and direct customers to proper staff for requested information
Direct and assist the public in the preparation of forms, records and the self-service portal located in DHS field offices
Prepare, verify, sort, batch and scan all documents for new and existing customers
Index and file scanned documents to new and existing cases for all programs
Retrieve calls and mail requested forms to customers
Organize, maintain, and/or purge files, documents, applications, and forms
Receive, retrieve, sort, date stamp inter-departmental mail, U.S. postal mail, papers, applications, forms, and any other documents and distribute mail and documents to appropriate destination
Enter, direct and process incoming information pertaining to all departmental programs
Scan in an organized fashion all applicable information in case records
Answer phones, take messages and transfer calls to offices or appropriate personnel
Operate office equipment such as scanning machines, copiers, calculators, and other office machines, as required, in the performance of clerical duties under conditions not requiring skilled operation of such equipment
Prepare requisitions, vouchers, claims and other records, forms or reports of a clerical nature related to fiscal activities which includes but is not limited to: time, leave, travel, appointment, payroll, personnel and other related records, forms and reports; indexing and filing records, forms, reports; proofreading of typewritten material; assembling, compiling, verifying and analyzing routine statistical data, including the preparation of tables and charts prescribed by a superior; coding of data to be used for mechanical tabulations; preparing, verifying, processing and maintaining other varied office records and reports
Perform duties in support of scanning operations at various DHS locations, excluding Central Scanning
Do related work as required