Job Summary

Are you detail-oriented, organized, and passionate about supporting your community? Look no further! Dunn County Human Services Department is seeking a dedicated Full-Time Administrative Specialist to join our team.

As an Administrative Specialist, you will play a crucial role in providing administrative support, bookkeeping, recordkeeping, and accounting activities for the Human Services Department. From being the initial point of contact for our department to conducting consumer interviews and managing record retention, you'll be at the center of our operations.

Are you the ideal candidate for this role? Here's what we're looking for:

• High attention to detail and excellent organizational skills.
• Proficiency in recordkeeping and accounting activities.
• Strong communication and interpersonal abilities.
• Ability to handle multiple tasks efficiently in a fast-paced environment.
• Experience with spreadsheets, databases, and electronic health records systems preferred.

Join us in making a difference in the lives of our community members. Apply now to become an integral part of the Dunn County Human Services Department as an Administrative Specialist!

Primary Responsibilities

The following duties are primarily performed and which are essential for this position. Employees are expected to be able to perform each of these job duties satisfactorily and successfully to be qualified for the position. Other duties may be required and assigned.

• Serves as an initial point of contact for the Department of Human Services and provides front desk coverage, including answer and directing phone calls and face to face walk-ins.
• Collects and documents consumer demographic information; calculates financial information for assigned section or program within Human Services.
• Determines if physician permissions and/or prior authorizations are needed and may send bills to health insurances.
• Analyzes the consumer’s ability to pay by researching insurance coverage, household members, income, and Court ordered payments.
• Maintains spreadsheets for tracking purposes in various electronic health records systems and agency databases.
• Updates electronic health records as needed.
• Conducts consumer interviews for updates regarding contact information.
• Performs consumer health insurance verifications.
• Makes hotel reservations according to requested dates and/or number of rooms.
• Coordinates record retention logs submitted by various sections for record destruction or storage.
• Provides record releases upon request.
• Attends all agency staff meetings and specific section meetings as requested.
• Develops fill-in forms, spreadsheets, and other documents or assignments as determined for more efficient use or as requested.
• Submits online orders requested by staff.
• Performs other related duties as requested.

Minimum Qualifications

EDUCATION AND/OR EXPERIENCE REQUIREMENTS

• Associate’s degree in Office Administration, Business Management, or other related field.
• Minimum of one (1) year experience working in a general office setting.

LICENSES, CERTIFICATES, AND OTHER REQUIREMENT

• Prior to hire, a background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant’s suitability and competence to perform in the position.
• Notary public or ability to obtain within 6 months of hire.

MINIMUM KNOWLEDGE, SKILLS AND ABILITIES QUALIFICATIONS

In order to perform the duties of the Administrative Specialist (listed above) the following knowledge, skills, and abilities are essential for the Administrative Specialist to possess.

• Knowledge of general office procedures and practices.
• Knowledge of general record-keeping maintenance routines to perform data/record maintenance in filing or recording data in hard copy of data filing systems.
• Knowledge of general office software (i.e. Microsoft Suite, relational database programs, etc.) and general office equipment (copy machine, fax machine, etc.)
• Knowledge of general office equipment.
• Skill in customer service and human relation skills in assisting, dealing with, and applying proper phone etiquette and informational assistance in dealing with employees, clients, and the public. Knowledge of federal, state, county and department policies, practices and procedures; ordinances, laws, best practices and legal guides; court rules, statutes, administrative code, supreme court rules and local ordinances.
• Skill in working within deadlines to complete projects and assignments.
• Skill in operating a personal computer, utilizing a variety of standard and specialized software.
• Ability to maintain confidentiality.
• Ability to establish and maintain effective working relationships with elected officials, colleagues, managers, and the general public.
• Ability to follow Dunn County policies and procedures.
• Ability to manage time effectively, manage multiple projects, and complete work within established deadlines.
• Ability to work the allocated hours of the position.

MINIMUM LANGUAGE SKILLS QUALIFICATIONS

In order to perform the duties of the Administrative Specialist (listed above) the following language skills are essential for the Administrative Specialist to possess.

• Ability to read, interpret, and communicate policies and procedures; written instructions, general correspondence; etc.
• English skills (oral, written and comprehension) sufficient to effectively communicate with all internal and external customers.

MINIMUM REASONING ABILITY QUALIFICATIONS

In order to perform the duties of the Administrative Specialist (listed above) the following reasoning abilities are essential for the Administrative Specialist to possess.

• Ability to understand and effectively carry out verbal and written instructions.
• Must have ability to work accurately with attention to detail.
• Ability to prepare and maintain accurate and concise records and reports.

In order to perform the duties of the Administrative Specialist (listed above) the following mathematical skills are essential for the Administrative Specialist to possess.

Physical and Work Environment

PHYSICAL AND WORK ENVIRONMENT:

The physical and work environment characteristics described in this description are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions or as otherwise required by law. Employees needing reasonable accommodation should discuss the request with the employee’s supervisor or Human Resources.

PHYSICAL REQUIREMENTS

• Physical effort will typically require infrequent exertion of objects weighing up to 10 pounds.
• Work has close vision requirements.
• Vocal communication is required for expressing or exchanging ideas by means of the spoken word.
• Hearing is required to perceive information at normal spoken word levels.
• Work requires preparing and analyzing written or computer data and observing general surroundings and activities.

WORK ENVIRONMENT

• Work is generally in a moderately noisy location (e.g. business office, light traffic).
• Work has no exposure to environmental conditions; minimal presence of hazards.

Nothing in this job description limits management’s right to assign or reassign duties and responsibilities to this job at any time. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement or affect the at-will nature of the employment arrangement between the employee and company, and is subject to change by the employer as the needs of the employer and requirements of the job change.