Office Support Specialist - Social Services

Douglas, County of•Mn 56308, MN

10h•Onsite

About The Position

The Office Support Specialist is responsible for the completion of the front desk, phone, and walk-in receptionist duties, data entry into various State computer systems, and scanning and indexing of client documentation into an Electronic Document Management System (EDMS). Maintain and troubleshoot office equipment; provide information for repairs as needed and other work as assigned while providing office support services to agency staff and reception/switchboard services to Douglas County Social Services and Horizon Public Health.

Requirements

High School diploma or equivalent.
Computer and typing skills.
Possess a valid Minnesota Drivers License.
Knowledge of business English, spelling, grammar, and punctuation.
Knowledge of basic math.
Knowledge of general office practices and equipment.
Ability to operate a variety of office machines.
Ability to understand and apply oral and written instructions.
Ability to organize and prioritize one's own work.
Ability to use human relations skills to positively interact with and to work constructively with clients and other employees.
Ability to do sustained typing accurately at a satisfactory rate of speed (for some positions).
Ability to maintain the confidentiality of non-public information according to laws, rules, and policies.
Ability to organize information into written documents and reports.

Nice To Haves

Knowledge of agency programs, procedures, and policies.
Knowledge of special computer software (for some positions).
Knowledge of record-keeping systems to maintain administrative and fiscal data and to prepare reports.
Knowledge of legal or other technical terminology (for some positions).
Knowledge of other community resources sufficient to be able to refer clients when needed.

Responsibilities

Asks questions in person and by phone to determine clients' needs and directs the clients to the appropriate staff member.
Assists clients in the proper completion of program forms.
Provides clients with information on other community resources.
Responds orally and in writing to general inquiries based on knowledge of previous situations and knowledge of agency programs, policies, and procedures.
Responds to requests for information or questions from other employees by personal contact, phone, or e-mail.
Types and edits materials using knowledge of procedures to determine the correct format, and questions the author if something is missing or incorrect.
Composes form letters or other routine correspondence.
Types and/or prepares special reports using knowledge of specialized software programs.
Assembles and sends application materials, attachments, and other forms based on knowledge of standard agency procedures.
Codes, records, matches, posts, tallies, verifies, and/or corrects data in order to maintain accurate records and mailing lists.
Maintains administrative or fiscal data and assists in preparing reports.
Sorts and distributes incoming mail and collects and prepares outgoing mail.
Process outgoing Douglas County mail (USPS and UPS).
Accept payments and prepare receipts for payments made at the front desk.
Maintains adequate inventory of office supplies and forms required for agency operation.
Copy information for agency staff and send faxes as requested.
Enters information into and retrieves information from databases.
Assists in the training of new office support staff.
Complies with all rules and policies in order to maintain a safe work environment.
Reliable, predictable attendance and punctuality.
Other duties, as assigned or apparent.
Access to Not-Public Data: In this job, you may come across private or confidential information about people we serve. This data is protected by law and should only be viewed or used when it’s truly needed for your work. You are expected to only look at private data when your job duties require it. Keep it secure and make sure others who don’t need to see it don’t have access, stop accessing the data once your task is done, and store or dispose of it properly, following the rules in Minnesota’s Data Practices Act (Chapter 13). If your job duties change and you need access to different private data, that access should also be limited to only what you need to do your job.

Benefits

No-cost/low-cost health insurance plan option
Douglas County contributes to a Health Savings Account
PERA pension plan
Life Insurance – $40,000 of life insurance at no expense
Supplemental coverage is available for you, your spouse, and your dependents
Holidays: New Year’s Day, Martin Luther King Jr Day, Presidents’ Day, Memorial Day, Fourth of July, Labor Day, Veterans’ Day, Thanksgiving Day, Day after Thanksgiving (in place of Columbus Day), Christmas Day, Christmas Eve, Juneteenth, Personal Holiday, Vacation.
Vacation: 0-4 years: 10 working days. 5-9 years: 15 working days. 10-14 years; 20 working days. 15-19 years; 25 working days. Over 20 years: 30 working days. No employee shall retain an accumulation of vacation days in excess of 30 days as of the end of the pay period for the year.
Sick Leave/Earned Sick and Safe Time: An employee shall be credited with 1 day of sick leave for each month of service, up to 90 days. The first 48 hours (or up to 80 hours if any eligible time was carried over) will be counted as ESST.
Deferred compensation
Credit union
Flex spending
Long and short-term disability
Dental
Vision
Accident
Critical illness
Supplemental life insurance