Office Support Specialist

Position: Office Support Specialist I
About the Organization:

The Division of Standards (DOS), an Agency within the Office of Consumer Affairs and Business Regulation (OCA ), is responsible for enforcing the accuracy requirements and other standards relating to commercial weighing and measuring devices and their use in the sale of food, fuels and other products. It regulates the sale of gasoline and sets standards for lubricating oils and antifreeze, including the inspection of all fuel dispensing equipment.

It determines the standards for accuracy of clinical glass thermometers, tests and approves coin operated devices, licenses auctioneers, promoters, transient vendors, peddlers, motor fuel and oil retailers and registers auto damage repair shops. The Division also enforces the item pricing law and the unit pricing regulations, issues waivers to retail food and grocery stores and enforces the scanner accuracy requirements in all retail stores.

The Division is also responsible for enforcing licensing requirements for over ten thousand licensees.

The Division of Standards is committed to creating and sustaining a work culture that is welcoming, inclusive, and mutually respectful to all its employees regardless of race, color, age, creed, religion, national origin, ethnicity, sex, gender identity or expression, sexual orientation, genetic information, veteran or disability status. We strive to reflect diversity in all facets and levels of our agency. The Division of Standards values inclusiveness and diversity within their employee and management teams.

Within our community we strive to create and maintain working and learning environments that are inclusive, equitable, and welcoming.

The Division of Standards is committed to ensuring a diverse and inclusive workplace where all employees feel respected, valued, and empowered to maximize their skills and talents to serve our citizens.

About the Role:

The Office Support Specialist I provides administrative and operational support to the Division of Standards. This role is responsible for maintaining electronic and paper records, processing licensing and registration requests, and supporting public-facing services. The incumbent assists with tracking licensing activity and outstanding fines, prepares correspondence and reports, and responds to inquiries via phone, email, and in person. The position also supports maintenance of the Division's website and performs related administrative duties as required.

Duties and Responsibilities:

* Maintain and organize electronic and physical records, including licensing and complaint files.

* Process license applications, registrations, and related documentation.

* Track and manage records related to fines, complaints, and licensing activity.

* Receive, screen, and respond to telephone calls, emails, mail, and in-person inquiries; refer complex matters as appropriate.

* Provide customer service to the public, licensees, and internal staff.

* Prepare and edit correspondence, reports, and official communications.

* Maintain accurate and up-to-date mailing lists for licensees and local officials.

* Enter and manage data in agency databases and licensing systems.

* Assist users with navigating the Division's website and licensing software.

* Update and maintain website content in coordination with Division needs.

* Support the development and maintenance of standard operating procedures.

* Assist management and staff with special projects and administrative tasks as needed.

* Perform other related duties as assigned.

Preferred Knowledge, Skills, and Abilities:

* Strong organizational skills.

* Excellent communication and customer service skills.

* Ability to multi-task.

* Strong clerical abilities.

* Absolute attention to detail.

* Strong computer skills, including experience with Microsoft Office Suite products.

* Data entry experience.

* Ability to complete tasks efficiently and effectively in a busy office environment.

* Ability to assist customers of diverse backgrounds.

* Ability to follow guidelines and procedures.

* Knowledge of Microsoft Office Suite and software programs necessary to support the Division.

* Ability to become well versed with the Divisions electronic…