Office Support Specialist

Job Summary:

The Office Support Specialist performs complex office support and receptionist duties for multiple staff at multiple sites. The position interacts with the general public by providing information and assistance regarding agency programs. Duties include a variety of support activities including customer service processing forms records maintenance receptionist duties data entry clerical accounting and providing support for professional and paraprofessional staff.

Scope of Responsibility:

The incumbent is responsible for the quality and timeliness of his or her own work. Work is performed independently under general supervision.

Essential Duties and Responsibilities:

The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification. Shown are duties intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional position-specific duties.

1 Provides general office support; greets visitors and answers phone calls serving as the initial information source for visitors.

1.1 Coordinates the flow of clients and the general public; determine clients needs and direct clients to the appropriate individual or unit;

1.2 Interacts with the general public vendors and internal staff across the agency and sites exchanging information through face-to-face interactions phone calls and electronic correspondence;

1.3 Provides clients with necessary applications paperwork and information on other community resources; assists clients in completion of forms upon request;

1.4 Utilizes translation and interpreter services to assist non-English speaking individuals;

1.5 Sorts assigns and distributes incoming mail verifications applications and faxes; verifies for proper signatures and dates; copies original verifications and returns originals; date stamps all paperwork; processes outgoing mail and faxes;

1.6 Assembles packets for various units within the agency;

1.7 Maintains agency calendars in coordination with staff appointments room and vehicle needs;

1.8 Creates and updates forms documents and correspondence for staff in Word Publisher Excel or other software using written drafts dictation or verbal requests.

2 Orders and maintains proper supply levels and coordinates equipment maintenance.

2.1 Monitors office printers/copy machines; keeps equipment filled with paper and toner; calls for service;

2.2 Maintains/monitors the postage machine; orders supplies calls for service; downloads funding for postage as needed; submits voucher to supervisor for funding;

2.3 Maintains Electronic Benefit Transfer cards inventory and maintains log book;

2.4 Maintains maintenance records for the agency fleet of vehicles; tracks odometer readings; schedules oil changes and repairs; maintains checklist/supplies in each vehicle.

2.5 Maintains office and cleaning supply inventory;

2.6 Orders basic need items for clients as requested by case managers; assembles basic furniture and equipment.

3 Utilizes multiple State and agency system platforms to navigate input and access information. Including but not limited to:

3.1 MAXIS Person search to verify open programs and case managers; enters case notes for appointments and case destruction as necessary;

3.2 MMIS Person search to verify healthcare program and dates of eligibility;

3.3 METS Person search to verify healthcare program and case manager;

3.4 SSIS Person search to verify work group number and case manager; research for case destruction; enter case notes for supervised visits;

3.5 EBT Edge Issues new expedited Electronic Benefit Transfer(EBT) cards to clients; researches activity and usage of EBT cards when requested by workers or clients; activates PIN numbers;

3.6 DHS SIR (System Information Repository) Searches for updated information on system changes system availability and trainings;.

3.7 DHS E-Docs Prints/orders forms as required;

3.8 Nightingale Notes Person search to verify case manager; enter data as directed;

3.9 Scans documents into multiple electronic document imaging systems; processes documents from within electronic document imagining systems; retrieves files as requested.

4 Provides administrative support to staff clients and program units.

4.1 Supervises child visits for social services including transportation of clients; training may include: CPR/First Aid car seat and mandated reporter;

4.2 Receives payments from clients; logs each payment; writes receipts as necessary acquiring double signatures on all cash payments; keeps all payments received in proper accounting bag in locked file cabinet; notifies appropriate staff of payments received; obtains money orders for cash payments for processing to the State;

4.3 Maintains accuracy of staff location using Simple In/Out program; makes staff changes as requested;

4.4 Ensures proper case destruction for record retention schedule as directed by supervisors;

4.5 Updates/distributes bulletins issued from DHS;

4.6 Downloads and sends out Child and Teen Checkup Program information; notifies individuals via Civic Ready of program information;

4.7 Sends out questionnaire for Infant Follow Along Program;

4.8 Supports agency programs by proofreading letters educational materials and calendars;

4.9 Assists in the training of new staff as requested.

5 Performs other duties as assigned.

Minimum Qualifications:

This position requires a high school diploma plus two years of clerical or customer service related training or experience. A valid drivers license is required.

Knowledge skills and abilities include:

Good working knowledge to operate and troubleshoot numerous office machines including but not limited to: desktop and laptop computers multi-line telephone/voicemail photocopiers fax machine scanner Smartboard postage machines and other office equipment; Good working knowledge of Microsoft Office programs and other software programs;

Knowledge of business grammar and spelling;

Knowledge of HIPPA and MN Government Data Practices;

Ability to maintain records and navigate electronic filing systems;

Ability to communicate effectively orally and in writing and have good public relations skills;

Ability to establish and maintain effective working relationships with others;

Ability to multi-task work in a fast paced high traffic area;

Ability to think quickly and handle difficult situations when working with the public;

Ability to think quickly and handle issues of safety for staff and the public as it arises due to tense or threatening situations severe weather and medical emergencies;

Ability to maintain confidentiality of non-public information according to laws rules and policies;

Must possess a valid drivers license.

Physical Demands & Working Conditions:

Work is typically performed in an office environment. Physical activity is light and intermittent such as walking through the facility or carrying files. Some lifting of bankers boxes of files up to 40 pounds up and down stairs may be required. Workloads must be completed while having frequent interruptions. Intermittent driving may be required.

Some requirements in this job description may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees. All requirements are subject to modification to reasonably accommodate individuals with disabilities.

Requirements are representative of minimum levels of knowledge skills and experience required. To perform this job successfully the worker must possess the abilities and aptitudes to perform each duty proficiently.

This document does not create an employment contract implied or otherwise other than an at will employment relationship. The employer retains the discretion to add duties or change the duties of this position at any time.

I hereby acknowledge that I have received a copy of my Office Support Specialist comp plan job description. I further understand this document does not create an employment contract implied or otherwise other than an at will employment relationship. The employer retains the discretion to add duties or change the duties of this position at any time.

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