Office Specialist

State of North Carolina•Charlotte, NC

4d•$39,244 - $68,679•Onsite

About The Position

This position is located in the Charlotte OSH Field Office and reports to the Program Coordinator II for OSH West administration. Position serves as receptionist and administrative support for the 3 District Supervisors and approximately 40 OSH Compliance Officers. This Position handles and directs incoming calls from businesses, government officials, and the general public. Primary duties include drafting and typing documents, filing, scanning of all documents pertaining to all case file types, and processing all incoming and outgoing mail into the Osha Express System for compliance and the internal auditing of files in the system to ensure all procedures are followed and the files are complete in the system. Other duties include the day-to-day processing of complaints, referral, citations etc., preparing documents for USPS and Certified Mail and responsible for maintaining all closed files and preparation of transfer to the Planning, Statistics and Information management Bureau for archiving.

Requirements

Ability to handle multiple tasks and respond cordially and effectively to public inquiries.
Ability to pay close attention to detail and complete tasks with a high level of detail, accuracy, and confidentiality.
Ability to establish and maintain working relationships with others.
Ability to carry out general instructions, both written and oral.
Competency in Microsoft WORD and EXCEL.
A valid driver's license is required.
Applicant must live within a 50-mile radius of the office or relocate within 30 days of job acceptance.
The selected candidate must obtain a notary within 90 days of hire date and maintain a notary while employed.
Experience in all work processes and office equipment in a large office environment.
Considerable knowledge of services, policies and procedures related to a program or area of specialization.
Ability to demonstrate and apply this knowledge in performance of administrative tasks.
Ability to explain and interpret information to clients/customers and staff.
Considerable knowledge of program policies, procedures and information systems in order to communicate and process information.
Ability to compile, assimilate and organize both printed and electronic information.
Ability to apply knowledge of data collection, storage, organization, manipulation and/or analysis of data.
Ability to utilize office equipment and other relevant technology (software and systems) to meet organizational needs.
Ability to identify and understand issues, problems, and opportunities; use effective approaches for choosing a course of action or developing appropriate solutions.
Ability to clearly convey information and ideas through a variety of media to individuals or groups.
Ability to present ideas clearly and effectively in written form; ability to adjust language or terminology to meet the needs of the audience; ability to use correct grammar, organization, and structure.
Proficiency with using Microsoft Office products (Word, Excel, Office, Calendar, etc.) is required.
Experience and proficiency with customer support using telephone and email is required.
High school diploma or General Educational Development (GED) diploma and two years of related administrative experience; or equivalent combination of education and experience.

Nice To Haves

Preferred experience working in SQL MDI database systems.
Prefer candidates that are fluent in reading, writing and speaking in both Spanish and English.
Experience with inspection report review and processing is preferred.
Experience with purchasing and the state e-Procurement system is preferred.

Responsibilities

Handles and directs incoming calls from businesses, government officials, and the general public.
Drafts and types documents.
Files, scans, and processes all incoming and outgoing mail into the Osha Express System.
Performs internal auditing of files in the system to ensure all procedures are followed and files are complete.
Processes complaints, referrals, and citations.
Prepares documents for USPS and Certified Mail.
Maintains all closed files and prepares them for transfer to the Planning, Statistics and Information management Bureau for archiving.