Office Specialist Department of State Lands Salem

Title Office Specialist
Date 2020
Company Department of State Lands
City Salem

Short Description :

All industries to report and remit property to the state when they lose contact with the property owner, usually after a period of one to three years Two years of general clerical experience, one year of which included ,…

Full Description :

Initial Posting Date:

06/01/2020

Application Deadline:

06/15/2020

Agency:

Department of State Lands

Salary Range:

$2,560$3,569

Position Type:

Employee

Position Title:

Office Specialist 2

Job Description:

Job Description:

Make a Difference for Oregon. The Department of State Lands (DSL) manages the lands that help fund our pubic schools and protects the state's waterways and wetlands for the many benefits they provide. Our stewardship ensures vital natural and financial resources contribute to a vibrant, healthy Oregon now and forever.

The Trust Property Division manages the state’s Unclaimed Property Program and the Intestate Estate Administration Program. Oregon’s unclaimed property statutes require businesses and organizations across all industries to report and remit property to the state when they lose contact with the property owner, usually after a period of one to three years. The state holds a variety of propertyfrom uncashed checks and stocks to unused gift certificates and pre-paid servicesin perpetuity for the rightful owners or their heirs. The Intestate Estate Administration Program is tasked with managing the estates of residents who die without a will and without known heirs. The department acts as personal representative for the estate and fulfills the fiduciary responsibilities imposed by law, from making funeral arrangements to securing and liquidating assets, paying creditors and filing taxes. The program’s goal is to find heirs as soon as possible. When heirs aren’t apparent or can’t be located, estate proceeds are held in trust for 10 years. If unclaimed, funds become a permanent part of the Common School Fund.

What you'll do!

DSL has an exciting opportunity for a Customer Service Specialist in our Trust Property Section. As the Customer Service Specialist you will:

Research and Communication

  • Notify estate creditors and collectors in writing of the death of their customers, DSL’s involvement in the estate, the requirements for submitting a claim, and the insolvency of their customers after death.
  • Create and mail letters to financial institutions requesting information regarding account beneficiaries and/or liquidation of funds to DSL to the Estate.
  • Interact with vendors and estate creditors to clarify invoices, discuss account details, and exchange information to facilitate payment of bills. Educate vendors and financial institutions of DSL’s role in administering estates and provide them with necessary documentation to facilitate the state’s access to accounts.
  • Communicate with utility companies, open and close accounts as needed.
  • Research vendors needed for estates work, set up appointments and coordinate billing details.
  • Respond to inquiries from potential heirs, creditors or individuals who want to report deaths of individuals with no wills or known heirs.
  • Perform preliminary research to identify a decedent’s next of kin and communicate results to Estate Representatives and third parties when appropriate.
  • Interact with members of the Estates Team and other departments (Fiscal, IT), state agencies (DOJ, DHS), law firms (representing heirs, creditors), relatives of decedents, contacts reporting a potential new Estate for DSL (Medical Examiners, Funeral Directors), vendors involved with the Estate (utilities, creditors, collectors), and the general public to facilitate the department’s work.

Financial Transactions and Accountability

  • Identify bills that need to be paid and work under the direction of the Estates Representatives to prioritize payments based on available assets and statutorily mandated order of pay.
  • Create invoices in accounting database for processing, update the estate file to reflect payments, track progress, copy checks to file, and mail checks to intended recipients. Create Satisfaction of Claim receipts that go with some checks.
  • Update each estate financial records file (Receipts & Disbursements spreadsheet) with all expenses incurred on behalf of the estate (payment to creditors and DSL authorized expenses).
  • Create and submit for approval and payment Visa SPOTS reconciliations.
  • Close eligible estates by escheating remaining funds.
  • Close transferred estates by completing all required paperwork, property transfers, efile copies, and final check processing to heirs/PR’s and closing out the estate.
  • Records monthly interest for all open estates on the financial records files (Receipts & Disbursements spreadsheets)
  • Reconcile monthly all accounts’ totals with the totals received from the Fiscal Department’s spreadsheets, investigate, document, and correct any discrepancies.
  • Create packets of tax documents for the contracted CPA firm.
  • Help prepare and submit the monthly risk and insurance report to DAS.
  • Track billing for the estate and help Estate Representatives prepare DSL’s claim against the estate.

Other Estates Support

  • Process mail by sorting and scanning to the appropriate folders; prioritize notices for Estate Representatives; follow up on bills and notices to ensure timely action.
  • Assist in sorting, itemizing and documenting estate personal property.
  • Go on site to ensure dual custody when needed.
  • Educate various stakeholders on applicable program statutes and rules.
  • Assist with marketing and communication materials and efforts to raise awareness of the department’s work and educate the general public on their responsibility to report deaths of individuals with no wills or known heirs.
  • Answer questions from internal and external stakeholders and follow up as needed.
  • Create and update forms, letters and legal documents.
  • Help develop and revise policies, procedures and manuals.
  • Set up estates in estate tracking program, record needed information and ensure electronic and paper files are accurate and timely updated.

Working with Us. The Customer Service Specialist (Office Specialist 2) is a full-time, permanent position location in DSL's Salem office.

MINIMUM QUALIFICATIONS

Two years of general clerical experience, one year of which included typing, word processing, or other experience generating documents; OR


An Associate's degree; OR

Graduation from a private school of business with a certificate AND one year of general clerical experience.

DESIRED ATTRIBUTES

  • Excellent written and verbal communication skills
  • Previous customer service experience focused on dealing with multiple stakeholders with competing needs
  • Experience handling sensitive and confidential information
  • Ability to prioritize and switch direction frequently
  • Ability to follow direction, while respectfully challenging assumptions and processes
  • Excellent teamwork skills

**You must submit a cover letter of no more than two pages in length and give examples in detail that addresses each of the Desired Attributes listed above to be considered**

The selection process will consist of a review of the material provided and an evaluation of experience and training. Qualified applicants whose responses most closely match the requirements for this position will be invited to interview.

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