CUSTOMER SERVICE AIDE (DHS) - CENTRAL SCANNING

Department

Division

Salary

Job Profile

Scheduled Work Days & Work Hours

Monday - Friday, 8:30 am - 4:00 pm

35 Hours - Standard

Restricted/Limited to the Leave of the Prior Incumbent

Job Requisition Number

Pay Grade

Classification

Class Definition

GENERAL STATEMENT OF DUTIES: Within the Department of Human Services (DHS), to make digital copies of documents, ensure quality of original submission and review digital document copies, to perform filing and indexing of digital copies, to process bulk mail, reprint and send damaged mail to customer, process overflow documents from field or other DHS offices; to verify and/or change nonfinancial data collection information of customers in the eligibility system; to perform clerical duties; and to do related work as required.

SUPERVISION RECEIVED: Works under the general supervision of a superior with latitude to exercise independent judgment while following clearly prescribed procedures; general instructions are received at the beginning of each new task; detailed instructions are received as to performance of unfamiliar tasks; work is subject to review for accuracy and completeness and conformance to established policies and procedures.

SUPERVISION EXERCISED: Usually none.

ILLUSTRATIVE EXAMPLES OF WORK PERFORMED:

• Within the Department of Human Services (DHS), to make digital copies of documents, ensure quality of original submission and review digital document copies, to perform filing and indexing of digital copies, to process bulk mail, reprint and send damaged mail to customer, process overflow documents from field or other DHS offices; to verify and/or change non-financial data collection information of customers in the eligibility system; to perform clerical duties.
• To verify and update address information in the eligibility system.
• To perform mail functions such as: sort mail, open mail, record mail, report mail totals.
• To reprint and mail damaged mail that occurs during the printing/stuffing process.
• To be part of the central scanning team.
• To prepare, verify, sort, batch and scan all documents for new and existing customers.
• To index and file scanned documents to new and existing cases for all programs. To organize, maintain, and/or purge files, documents, applications, and forms.
• To retrieve calls and mail requested forms to customers.
• To receive, retrieve, sort, date stamp inter-departmental mail, U.S. postal mail, papers, applications, forms, and any other documents and distribute mail and documents to appropriate destination.
• To enter, direct and process incoming information pertaining to all departmental programs.
• To scan in an organized fashion all applicable information in case records.
• To answer phones, take messages and transfer calls to offices or appropriate personnel.
• To operate office equipment such as scanning machines, copiers, calculators, and other office machines, as required, in the performance of clerical duties under conditions not requiring skilled operation of such equipment.
• To prepare forms and reports of a clerical nature.
• To do related work as required.

REQUIRED QUALIFICATIONS FOR APPOINTMENT:

KNOWLEDGES, SKILLS AND CAPACITIES: A working knowledge of office practices; the ability to work independently or in collaboration with others in a team; the ability to adapt to changing tasks and sudden changes in priorities based on work flow; a demonstrated ability for attention to detail; proficiency working on computer equipment including multiple monitors; the ability to comprehend and carry out simple directions, both oral and written; basic computer skills; a working knowledge of Microsoft Word and Excel as required to perform the duties; and related capacities and abilities.

EDUCATION AND EXPERIENCE:

Education: Graduation from high school or high school equivalency (GED); and

Experience: Employment in a position involving the performance of simple routine repetitive clerical work.

Supplemental Information

Benefits

For information regarding the benefits available to State of Rhode Island employees, please visit the Office of Employee Benefits' website at http://www.employeebenefits.ri.gov/.
 

Also, be advised that a new provision in RI General Law 35-6-1 was enacted requiring direct deposit for all employees. Specific to new hires, the law requires that all employees hired after September 30, 2014 participate in direct deposit. Accordingly, any employee hired after this date will be required to participate in the direct deposit system. At the time the employee is hired, the employee shall identify a financial institution that will serve as a personal depository agency for the employee.