JOB OVERVIEW

Under the general supervision of the Human Services Director or designee, performs a variety of semi-skilled clerical, secretarial, bookkeeping, and administrative duties in support of departmental operations, requiring some responsibility and independent judgment.

ESSENTIAL FUNCTIONS, DUTIES AND RESPONSIBILITIES

Provide a wide range of administrative support within the Human Services Department, prioritizing the preservation and enforcement of confidentiality regarding sensitive information.
Manage and keep the departmental calendar current with appointments, meetings, and other scheduled events.
Respond to phone calls in a professional and courteous manner, collect and convey messages, direct callers to the appropriate party, and elevate issues to the Director when required.
Greet the public and address their inquiries, handle questions from employees, citizens, and other individuals, and refer them to the appropriate individuals or resources as needed.
Perform initial in-take interviews, both in person and by telephone, with parties to obtain information necessary to determine qualifications and eligibility for benefits and assistance per departmental guidelines.
Establish and maintain effective working relationships with clients, vendors, the public, county employees, elected officials, attorneys, law enforcement, judges and other agencies.
Receive and distribute incoming mail, while also handling the processing of outgoing mail.
Create flyers and other documents for departmental use.
Compose, type, and edit a variety of correspondence, reports, memoranda, and other material requiring judgment as to content, accuracy, and completeness.
Enter data into various systems ensuring accuracy and completion in a timely manner.
Maintain records and statistics relevant to departmental operations and metrics.
Establish and maintain filing systems, both computer based and physical documents.
Compile information for confidential files and data base, update and maintain on a continuous basis.
Organize, monitor, maintain, and procure department documents, materials, and supplies within budgetary guidelines.
Report to assigned worksite with regular, predictable, and consistent attendance.
Conduct research, review, verify, organize, and handle reimbursements for medical services provided by vendors to various entities such as the Corrections (Jail), Juvenile Justice Center, Board of Mental Health, as well as for the County's General Assistance Program (including expenses such as rent, utilities, non-food vouchers, cremation, etc.).
Peripheral Duties
Participate as a member of designated committees as directed. Execute additional tasks as instructed and delegated.

MINIMUM QUALIFICATIONS

Education and Experience
High school diploma or GED required.
Applicants must possess a minimum of two (2) years of verifiable work experience in an administrative or clerical role. Preference will be given to candidates with additional experience in public-facing roles, particularly in a receptionist capacity.
Necessary Knowledge, Skills and Abilities
Considerable knowledge of, and ability to apply, current office principles and techniques
Proficiency in standard office software, encompassing Microsoft Office applications (Email, Word, Excel, PowerPoint, Outlook, Teams), alongside familiarity with Zoom.
Knowledge of and abide by all applicable laws, ordinances, and department rules and regulations.
Capacity to acquire proficiency in specialized software and operating systems. Basic understanding of accounting or bookkeeping principles and practices.
Skill in and ability to perform duties with efficiency, thoroughness, accuracy, and attention to detail while managing frequent interruptions.
Demonstrable planning, organizing, and implementation skills
Interpersonal skills, professional and courteous demeanor, excellent office and phone etiquette, and the ability to diffuse tense situations Effectively engage and manage diverse clientele.
Ability to project a positive image and attitude
Ability to exercise discretion and independent judgment
Ability to communicate effectively, in English, both verbally and in writing
Ability to work well under pressure and navigate multiple deadlines
Ability to operate equipment including, but not limited to, a computer, multiline phone, calculator, copier, fax, and scanner

PHYSICAL DEMANDS AND WORKING CONDITIONS

The physical requirements and work environment outlined here reflect those necessary for successful performance in this role. Reasonable accommodations can be provided to enable qualified individuals with disabilities to fulfill essential job functions. The job entails various physical activities, including regular periods of sitting, walking, occasional standing, bending, and reaching. The employee must have adequate hand-eye coordination and manual dexterity to handle equipment. Additionally, lifting, maneuvering, or moving objects up to 30 pounds may be required occasionally. Essential sensory capabilities include vision, hearing, and touch. Visual abilities, correctable to normal ranges, encompass close, distance, and color vision, as well as the ability to adjust focus. Communication skills entail the ability to verbally exchange information and accurately perceive information through hearing within normal ranges. The incumbent should maintain sustained concentration for extended periods. Tasks are generally conducted indoors within an office environment. The pace of work may become brisk when managing multiple clients, priorities, and time constraints. The noise level typically ranges from quiet to moderate.