Office Support Specialist

ISYS Solutions Inc. currently has an Office Support Specialist opening in our Brea office. This is an in-office based position.

Position Title: Office Support Specialist

Department: Quality Control Services

Reports to: Manager, Quality Control Services

FLSA Status: Non-Exempt

Pay Range: $21 - $22 per hour

Responsible for general office functions, maintaining Administrative responsibilities for the Quality Control Department and being familiar with the ISYS Brand, ISYS’ Value of Excellence’ motto, “Hug Your Customer” philosophy, and the company/department mission statements; vision statement, value statement and reflecting those concepts in daily tasks and interactions with all customers, colleagues and vendors.

• Completes all functions in a professional manner consistent with ISYS’ Brand/Values and standards of quality and protocols
• Greeting all visitors promptly with a professional, friendly and helpful demeanor. Consistently communicating in a courteous and polite manner with all colleagues, customers and visitors. Practice awareness of representing the ISYS Brand to guests and colleagues and ensure all interactions are friendly and professional.
• Familiarity and adherence to special instructions/guidelines, ISYS’ protocol and standard of quality.
• Maintaining cleanliness and order in front reception area and assists with maintaining cleanliness and order in the break rooms, mail room and any general shared office space.
• Answering the ISYS and Career Smart main telephone line in an upbeat and friendly manner. Addressing the callers needs in a polite and helpful way, effectively screening calls and transferring calls courteously and carefully.
• Thorough understanding of the Grand Stream phone system application.
• Consistently monitoring the reports, fax inboxes and processing the incoming requests in a timely and efficient manner.
• Distributing interview folders and beverages to interviewees as directed by Human Resources. If feasible making conversation with interviewees while they wait in the reception area, and providing a summary to HR of the general impression of and interactions with interview candidates.
• Monitoring and processing incoming and outgoing mail. Double check all hard-mail invoices and reports for accuracy. Report any discrepancies to mentor or manager. Receive and sign for packages and distribute accordingly. Obtain and process incoming mail. Scanning and uploading incoming mail related to cases in the relevant CMA file and alert the appropriate CM.
• Other mail related duties:
  Thoroughly understand the rates, ordering and printing process of  Packaging and processing any UPS shipment requests via the UPS website.
• Monitoring and restocking basic office supplies. Order all requested office supplies via  and proactively ensure breakroom and mail room are stocked with stamps and other essential supplies weekly.
• Carefully collates reports with related invoice, uploads invoices, reports and enclosures into ISYS’ database and sends final product to customer
• Maintaining and monitoring the daily employee sign-in sheet and visitor screening forms.
• CM Manual Assistance, including:
  Printing and binding all NCM manuals for new hires. Ensuring all CM manuals are updated in a timely manner to include any feedback or changes implemented by the department manager.
• Assist SPED department with CMA tasks and updates as necessary. Acts as primary back-up for all SPED functions including referrals, coverage coordination, incidents/kudos and customer data updates.
• May be assigned various other special projects or tasks in support of the Quality Control Department or other supporting departments.
• Office space monitoring and upkeep:
  Inform management of any office space issues or concerns as they arise and when appropriate coordinates general office space maintenance tasks such as opening repair tickets with PRES, coordinating service on items such as the water filtration system, a/c repair, etc. Any non-approved vendors or non-routine items must be pre-approved by a manager.
• Process subpoenas, as directed by the mentor or manager.
• Copy and distribute medicals via One…