Office Support Specialist I

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About the Organization:

The Division of Standards (DOS), an Agency within the Office of Consumer Affairs and Business Regulation (OCABR), 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 databases and licensing software and guide others in using Division's licensing and other software and hardware.
• Ability to work independently and in teams.
• Great time management skills.
• Great organizational skills.
• Strong interpersonal skills and an ability to collaborate with staff at all levels

All applicants should attach a cover letter and resume to their online submission for this position.

'',''!*!

About the Organization:

The Division of Standards (DOS), an Agency within the Office of Consumer Affairs and Business Regulation (OCABR), 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 databases and licensing software and guide others in using Division's licensing and other software and hardware.
• Ability to work independently and in teams.
• Great time management skills.
• Great organizational skills.
• Strong interpersonal skills and an ability to collaborate with staff at all levels

All applicants should attach a cover letter and resume to their online submission for this position.

'',''!*!

First consideration will be given to those applicants that apply within the first 14 days.

Office Support Specialist I:

Applicants must have at least (A) two years of full-time, or equivalent part-time, experience in administrative work experience or (B) any equivalent combination of the required experience and the substitutions below:

Substitutions:

I. An Associate''s or higher degree with a major in business administration, business management or public administration may be substituted for the required experience.

II. An Associate''s or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience.

Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

Educational substitutions will only be permitted for a maximum of two years of the required experience.

Comprehensive Benefits

When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future.

Want the specifics? Explore our Employee Benefits and Rewards!

An Equal Opportunity / Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.

The Commonwealth is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, disability, national origin, veteran status, or any other basis covered by appropriate law. Research suggests that qualified women, Black, Indigenous, and Persons of Color (BIPOC) may self-select out of opportunities if they don''t meet 100% of the job requirements. We encourage individuals who believe they have the skills necessary to thrive to apply for this role.

'',''!*!

First consideration will be given to those applicants that apply within the first 14 days.

Office Support Specialist I:

Applicants must have at least (A) two years of full-time, or equivalent part-time, experience in administrative work experience or (B) any equivalent combination of the required experience and the substitutions below:

Substitutions:

I. An Associate''s or higher degree with a major in business administration, business management or public administration may be substituted for the required experience.

II. An Associate''s or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience.

Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

Educational substitutions will only be permitted for a maximum of two years of the required experience.

Comprehensive Benefits

When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future.

Want the specifics? Explore our Employee Benefits and Rewards!

An Equal Opportunity / Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.

The Commonwealth is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, disability, national origin, veteran status, or any other basis covered by appropriate law. Research suggests that qualified women, Black, Indigenous, and Persons of Color (BIPOC) may self-select out of opportunities if they don''t meet 100% of the job requirements. We encourage individuals who believe they have the skills necessary to thrive to apply for this role.

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