Office Specialist

Full Job Description

Do you pride yourself on your ability to organize information and manage processes efficiently? Do you enjoy helping people and making a difference?

Are you motivated by ensuring accuracy and following established guidelines? Do you have experience handling confidential information with care?

If so, we want you to join our team as an Office Specialist.

ROLES AND RESPONSIBILITIES

As an Office Specialist with The Division of Professional Licensing (DOPL), you will play a crucial role in processing professional license applications. While providing exceptional customer service, you will be responsible for ensuring compliance with relevant laws, rules, and regulations.

• License Processing:

• Review, evaluate, and process license applications accurately and efficiently.

• Ensure compliance with all applicable statutes, rules, and procedures.

• Customer Service:

• Respond to inquiries from the public via phone, email, and in person.

• Provide clear and concise information regarding licensing requirements and processes.

• Regulatory Knowledge:

• Maintain a comprehensive understanding of licensing laws, rules, and regulations.

• Stay up-to-date on industry trends and regulatory changes.

• Administrative Duties:

• Accurately input and verify data into agency software systems.

• Prepare and draft correspondence, reports, and other documents.

• Maintain organized and up-to-date records.

• Utilize strong computer skills to efficiently complete tasks.

We are filling 1 position in the Business, Construction, and Design Section:

• You will work with a wide variety of occupations and professions, from accountants to security guards, reviewing applications for licensure. This position is not eligible for telework. The schedule is Monday-Friday, 8 a.m. to 5 p.m. in our downtown Salt Lake City office.

MINIMUM REQUIREMENTS

• 1+ years of experience in a public-facing customer service role.

• 1+ years of experience working in an office performing clerical duties.

• 1+ years of experience producing professional communications, such as letters and emails, and responding timely to written inquiries with clarity and accuracy.

• Working knowledge of Microsoft Word and Excel, or their Google equivalents (Docs and Sheets).

PREFERRED

• Experience working in the public sector (federal, state, or local government) providing customer service.

• Experience referencing laws, rules, and/or policies and procedures.

• Experience in properly handling confidential information.

• Working with databases and inputting or managing data, ensuring accuracy.

WHY YOU SHOULD JOIN OUR TEAM

If you have a strong attention to detail, excellent communication skills, and a passion for providing exceptional customer service, we would love to have you join our team!

This position will provide you with a chance to help someone get licensed in their chosen profession, doing a job that can really make a difference and enhance our communities.

DOPL’s mission is to strengthen trust in Utah’s professional workforce through effective licensing, balanced regulation, and consumer engagement.

This position is eligible for a rich benefits package, generous paid time off, and a great work-life balance. You can learn more about the offered benefits here. For more information about our division, please visit our website.

AGENCY

The Department of Commerce is the licensing and registration agency for Utah's professional and business community.

We provide oversight of business registrations, trademarks, Uniform Commercial Code filings, professional licensing, consumer protection, public utilities, securities, real estate, and residential mortgage lending.

You can learn more about our agency by visiting our website.

BENEFITS

• Health Insurance - Public Employee Health Program (PEHP):

  • 3 medical plan options. Choose a Traditional or High Deductible Health Plan. There is an Opt-Out Cash Benefit option for those who have other medical insurance coverage.

  • 5 dental plan options, with an Opt-Out Cash Benefit option for those who have other dental insurance coverage.

  • 4 vision plan options under EyeMed or OptiCare

• Retirement - Utah Retirement Systems (URS):

  • Employees who have any service credit with an employer covered by the Utah Retirement Systems prior to 7/1/2011 are in the Tier I Public Employees System.

  • Employees hired on or after 7/1/2011 and who have never been in the URS retirement system have two options for retirement in the Tier II System.

    • Tier 2 Hybrid Retirement System. Employer contributes an amount equal to 10% of your salary between both plans (pension and 401(k))

    • Tier 2 Defined Contribution Plan. Employer contributes an amount equal to 10% of your salary to a 401(k) plan only.

  • Employer contributions to your 401(k) are vested after four years.

• Paid Time Off:

  • Annual leave and sick leave are accrued at 4 hours per pay period each (4 hours annual, 4 hours sick).

  • Annual leave amounts increase with years of service.

  • We have 12 paid holidays.

• Test out the compensation calculator!

Qualifications

• Excellent verbal and written communication skills; English fluency.
• Strong analytical and problem-solving abilities.
• Works collaboratively with colleagues to foster a positive and productive work environment.
• Strong work ethic and reliable attendance.
• Possess strong interpersonal skills and the ability to interact with others in a professional and courteous manner.
• Strong organizational and time management skills.
• Ability to handle confidential information with discretion.
• Ability to multitask and prioritize tasks
• Strong attention to detail and accuracy.

Additional Information

Job classification: Office Specialist I (#11020).Please note, a position's eligibility for remote work is established by agency management and is subject to change at their discretion at any time and for any reason.Effective July 1, 2021, in-state work rules require all work to be performed while physically within the state’s borders.As a condition of employment with the Department of Commerce, employees shall receive compensatory time off in lieu of payment in cash for all overtime worked under the Fair Labor Standards Act (FLSA).DHRM rules apply for promotions/transfers.Risks found in the typical office setting, which is adequately lighted, heated and ventilated, e.g., safe use of office equipment, avoiding trips and falls, observing fire regulations, etc.Typically, the employee may sit comfortably to perform the work; however, there may be some walking; standing; bending; carrying light items; driving an automobile, etc.

Special physical demands are not required to perform the work.