OFFICE SUPPORT SPECIALIST

Job Details

Description

Supplemental:

• The 2026 salary range for this position is $17.74 to $26.60 per hour depending on experience.
• Relevant previous experience will be taken into consideration.
• Our organization values pay equity, and hiring at the maximum of the pay range is not typical.
• To ensure full consideration, please submit application by 12:00 PM Friday, July 24, 2026.
• Application received after this date will be reviewed only if the position remains open.
• First round interviews will take place on either Wednesday, July 28, 2026 or Friday, July, 31, 2026.
• Communication updates will be sent via email.
• This full-time position includes a comprehensive benefits package, which includes:
• Medical, dental, vision and life insurance
• Paid holiday, sick leave, and vacation
• Pension plan
• For 2026 benefits information, click HERE or visit the McLeod County website under the Employment tab.
  

Position Summary

The Office Support Specialist is the first point of connection for residents seeking help from McLeod County Health and Human Services. This position welcomes clients in person and by phone, identifies what they need, and connects them to the right programs, staff, and paperwork. The Office Support Specialist also manages the intake, document, and mail processes that keep agency services moving accurately and on time. Through this work, the position ensures fair, equal, and culturally responsive access to all Health and Human Services programs and shapes the first impression every client has of the agency.

Essential Functions/Responsibilities

Duties listed are normal for this position.  These are not to be construed as exclusive or all-inclusive.  Other duties may be required and assigned.

POSITION DUTIES

Client Reception and Intake

• Serve as the primary point of contact for the agency, greeting clients, assessing their needs, and providing appropriate applications and forms.
• Accept completed applications and paperwork.
• Answer and route agency phone calls following daily intake schedules, including routing child and adult protection calls to appropriate staff.
  
  

Program Information and Access

• Provide accurate information and resource referrals to clients and the public across all Health and Human Services programs.
• Serve clients in a culturally responsive manner, adapting communication and service approaches to meet the needs of people from diverse backgrounds and circumstances.
• Help clients complete applications and forms when requested.
• Utilize interpreting services for non-English-speaking clients.
  
  

Document Processing and Records Management

• Scan, index, and route agency documents through the electronic document management system, verifying accuracy and completeness.
• Perform case lookups in MAXIS to determine case status and required forms.
• Maintain paper and electronic files, fulfill records requests, and complete document destruction according to retention schedules.
  
  

Income Maintenance and Child Support Case Support

• Assemble application packets and process case transfers among county, state, and federal agencies.
• Verify prior assistance received in other states and communicate findings to financial workers
• Fulfill support requests from teleworking staff.
  
  

Social Services Unit Support

• Open case files, prepare form packages, and fulfill support requests from teleworking staff.
• Maintain the unit's electronic calendar and generate the monthly after-hours on-call schedule for the Sheriff's Department.
  
  

Mail and Agency Logistics

• Coordinate all incoming and outgoing agency mail, including courthouse deliveries, certified mailings with proof of delivery, and faxes.
• Order and print forms as needed and create, and update county forms as requested.
  
  

Data Privacy and Compliance

• Follow all policies and procedures governing confidential information, including Federal Tax Information (FTI) area access requirements and applicable data practices laws.
  
  

Non-Essential Functions

• Assist training new office support staff.
• Provide back-up to other office support staff as needed.
• Inform Supervisor of any supplies needed.
• Perform other duties as assigned or apparent.
  
  

Knowledge, Skills, Abilities

• Ability to communicate effectively and professionally with clients, staff, and the public, in person, by phone, and in writing.
• Ability to exercise sound judgment in decision making, including recognizing when to refer matters to other staff.
• Knowledge of agency programs, procedures, and policies.
• Knowledge of community resources available to clients.
• Ability to serve people of diverse cultural backgrounds, languages, and circumstances in a respectful and responsive manner.
• Ability to accurately and rapidly process detailed information.
• Knowledge of MAXIS and SSIS computer systems.
• Knowledge of Microsoft Suite: Windows, Word, Excel, Outlook, Teams, etc.
• Ability to operate standard office equipment, including scanners, imaging systems, multi-line phones, and mail processing equipment.
• Knowledge of data privacy requirements governing confidential client information, including Federal Tax Information (FTI) handling.
• Ability to work independently with minimal supervision.
  
  

Minimum Qualifications

Education and Experience

• High school diploma or equivalent plus two years of related office support, customer service, or human services experience. Or
• An equivalent combination of education and experience sufficient to perform the essential functions of the job.
  
  

Preferred Qualifications

• Ability to speak and write in Spanish.
  
  

Required Certifications/Licenses

• Valid driver’s license and ability to maintain such license and proof of insurance.
  
  

Relationships

• Regular interaction with County staff to exchange information, route calls and documents, and coordinate client services.
• Frequent interaction with the public by phone and in person to provide program information, accept applications, and connect clients to services.
  
  

Supervisory Responsibilities

• None
  
  

Working Conditions

• Work is performed primarily in a standard office setting.
• Work involves regular contact with individuals who may be in crisis, upset, or hostile.
• Fast pace and punctual time schedule due to the nature of the information handled.
  
  

Physical Requirements Of This Position

• Sit or stand at a desk for extended periods of time.
• Hear and speak to communicate effectively in person and by phone or other technical device.
• Visual acuity sufficient to review documents and verify accuracy of detailed information.
• Manual dexterity to operate computers, scanners, and office equipment.
• Office work includes reaching, standing, walking, kneeling, grasping, and repetitive motions.
• Ability to lift and carry up to 25 pounds, such as mail bins, file boxes, and paper supplies.
  
  

Equipment Required To Perform This Job

• Computers and agency software systems
• Multi-line telephones
• Scanners and document imaging equipment
• Mail processing equipment, copiers, and fax machines
  
  

Additional Notes

• All positions at McLeod County are subject to a background check. This may include, but is not limited to, the following checks: criminal history, credit, driver’s license, pre-employment physical assessment, pre-employment drug and alcohol screening and psychological testing.