Administrative Assistant I
About The Position
The Administrative Assistant I serves as a receptionist for the Todd County Health and Human Service office, directing callers and visitors to appropriate staff based on knowledge of agency programs, procedures, and practices. The position is the first point of contact for incoming financial assistance applicants and documents and provides office support to other employees. As part of the administrative team, this role helps provide high-quality, timely support to the organization. The position requires regular and timely attendance and effective communication with the Department Head and supervisor. Employees are expected to demonstrate professionalism, dependability, teamwork, cooperation, respect, and adherence to workplace policies. Other duties may be assigned or apparent.
Requirements
- High school diploma or GED and one to three years of related experience in a similar position, or an equivalent combination of education and experience.
- Possess and maintain a valid driver’s license or have access to transportation.
- Pass a criminal background check.
- Knowledge of agency programs, procedures, and policies.
- Knowledge of general office practices and equipment.
- Knowledge of alphabetical and numerical filing practices sufficient to file and retrieve documents and information.
- Knowledge of business English, spelling, grammar, and punctuation.
- Knowledge of basic math and job-specific computer software.
- Ability to communicate effectively orally and in writing and follow oral and written instructions.
- Ability to operate a variety of office machines and perform simple computations and tabulations accurately.
- Ability to interact positively and work constructively with clients and employees.
- Ability to maintain confidentiality of non-public information in accordance with laws, rules, and policies.
- Ability to organize and prioritize one's own work.
- Ability to perform the physical requirements of the role, including occasional exertion of up to 50 pounds.
Nice To Haves
- Post-secondary education in office administration.
- Bilingual English/Spanish skills.
Responsibilities
- Greet clients and visitors, assess their needs, provide prompt and courteous service, and direct them to appropriate staff.
- Determine and assign received applications to the correct eligibility worker according to intake-log guidelines.
- Enter financial assistance application data into a state-based computer system.
- Respond to employee requests and questions in person, by phone, or by email.
- Sort, scan, and distribute incoming mail; monitor incoming faxes and the online state financial assistance application system; and prepare outgoing mail.
- Document and scan information, forms, and referral information in appropriate software programs.
- Maintain supplies of forms and packets and inventory office supplies.
- Maintain client charts and files, including pulling closed files for destruction according to records-retention schedules.
- Type correspondence as requested.
- Attend staff meetings, workshops, and trainings.
- Monitor and assist staff with copier equipment.
- Maintain the appearance and functionality of common spaces.
- Collect and distribute daily state reports.
- Provide occasional backup to the Administrative Assistant II.
- Communicate effectively with the Department Head and keep the supervisor informed of important departmental matters.
- Perform other duties as assigned or apparent.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
