Customer Service Representative-Office & Admin Specialist

The State of Minnesota is dedicated to improving the well-being of its residents through essential services. The Customer Service Representative will serve as the first point of contact for customers, coordinating data entry and documentation while supporting the agency's effectiveness.

Responsibilities

• Respond to phone, email, letter, and in-person requests for information regarding regulatory information and procedures
• Research and gather information from the database, files, and other sources to assist internal and external customers, makes appropriate referrals to staff and communicates time sensitive information accurately and promptly to appropriate persons
• Verify accurate current and previous licensure data and public disciplinary data regarding licensees and applicants in response to telephone and e-mail inquiries from other state licensing agencies, other state agencies, and the public
• Retrieve and process incoming and outgoing mail
• Coordinate receipt and data entry of incoming applications and cash receipts and other documentation
• Scan and file digital documentation received via mail, email, or fax into electronic file system and BOSW database
• File paper documents as needed according to office procedures
• Identify and process void letters in cases in which documents are not complete and cannot be accepted including returning and tracking documents according to agency policy and procedures
• Perform miscellaneous administrative tasks such as data and word processing using Board's database and word processing systems

Skills

• Skills in word processing sufficient to use software applications, such as Microsoft Word, to type and format letters, memos, reports, and minutes of meetings
• Skills in data entry sufficient to read source documents and accurately enter data in specific data fields
• Skills in customer service sufficient to provide prompt, courteous and accurate information to customers in person, on the phone, and through e-mail and other written correspondence
• Knowledge of communications sufficient share information and communicate with customers; answer phone calls, direct calls and take messages; understand and be understood during interactions with others; and apply accurate spelling and grammar in written communication
• Knowledge of math sufficient to compare delivered items to invoice statements and maintain accurate inventories of supplies
• Knowledge of current data entry, scanning, filing, and document storage procedures
• Ability to use a multi-line telephone system and general office equipment for copying, faxing, and scanning documents
• Ability to work in a seated or standing position for extended periods of time
• Lift, carry, and retrieve files from boxes
• Move items up to 20 pounds
• Successful applicants must pass a criminal background check through American DataBank and employment reference checks prior to employment
• Ability to manage public and non-public data
• Previous administrative support experience
• Strong interpersonal skills
• Ability to learn, understand, and apply Board rules and statutory requirements
• Ability to handle difficult contacts in a courteous, confident, and professional manner
• Ability to handle frequent interruptions and multi-task

Benefits

• Paid vacation and sick leave
• 12 paid holidays each year
• Low-cost medical, dental, vision, and prescription drug plans
• Fertility care, including IVF
• Diabetes care
• Dental and orthodontic care for adults and children
• 6 weeks paid leave for parents of newborn or newly adopted children
• Pension plan that provides income when you retire (after working at least three years)
• Employer paid life insurance to provide support for your family in the event of death
• Short-term and long-term disability insurance that can provide income if you are unable to work due to illness or injury
• Tax-free expense accounts for health, dental, and dependent care
• Resources that provide support and promote physical, emotional, social, and financial well-being
• Training, classes, and professional development
• Federal Public Service Loan Forgiveness Program (Some positions may qualify for the Public Service Loan Forgiveness Program. For more information, visit the Federal Student Aid website at studentaid.gov)
• Employee Assistance Program (EAP) for work/life support
• A voluntary confidential program that helps employees and their families with life challenges that may impact overall health, personal well-being, or job performance
• Common sources of stress can be addressed through the EAP: mental health, relationship challenges (personal and work), grief and loss, finances, and legal issues
• Daily Living/Convenience Services: Chore services, home repair, trip planning, child/elder care

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