Office Services Clerk, National

This role provides project and administrative support to the National Business Unit by completing operational and content-based projects. The Office Services Clerk will be responsible for conducting research, handling information requests, and performing clerical functions such as distributing customer service emails, processing physical mail, and scanning/filing physical orders. Expected to manage multiple projects in various phases of development to meet or exceed established goals including quality, speed, and accuracy.

• Monitor, distribute, and maintain the primary service inbox for the company
  • Know where and how to distribute various customer service tickets throughout the company
  • Be able to answer very basic questions to assist with helping the customer in a timely manner
  • Notify employees/supervisors if tickets go unanswered within the given timeframe
• Process all rebate forms received for West Music’s summer rebate programs
  • Process all forms received
  • Ensure all forms submitted qualify
  • Generate and mail out the rebate gift cards within the timeframe mentioned in the promotion
• Filing/Scanning completed physical purchase orders
  • Make sure paper purchase orders are filed away properly every day
  • At the end of each year, scan the year’s purchase orders into the share drive for future reference.
• Mail pickup and processing
  • Retrieve the mail each day from the mail slot down in accounting
  • Process any purchase orders that come in and stamp them as received
  • Distribute any quotes received to the appropriate team member
  • Get any remaining mail to the correct department/individual
• Other duties/projects as assigned

• 1 to 2 years administrative experience
• Involvement or degree in music a plus but not required
• Proficient in Microsoft Office Suite including Excel and Word.

• Experience in successfully managing large projects.

Service Focus – demonstrates a personal commitment to delivering high quality, professional, responsive service to customers and co-workers

Communication – shares and receives information using clear oral, written, and interpersonal skills. Demonstrates active listening with co-workers and customers to achieve results.

Team Player/Collaborative – collaborates with fellow associates to achieve West Music goals. Recognizes and shows respect for the strengths and contributions of others with the ability to develop effective working relationships with co-workers.

Results oriented – a "can-do" attitude with a desire to take on an increasing level of responsibility and a drive to meet project deadlines.

Adaptable – thrives in a fast-paced environment; responds positively to evolving priorities or work assignments; open to feedback.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this job, the employee is frequently required to sit, talk or hear; use hands to finger, handle, or feel objects, tools or controls; and reach with hands and arms. The employee is occasionally required to stand and walk. The employee must occasionally lift and/or move up to 30 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

West Music is an equal opportunity, equal access employer committed to a diverse workforce. The above information has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of assigned to this job.