What are the responsibilities and job description for the Office Support Specialist (5) position at Sibley County?
Performs intermediate administrative support work, professionally managing initial contact and directing the flow of client inquiries using independent judgement to ensure the highest level of service. This position requires you to have the knowledge of general Departmental, County, State, and Federal policies, procedures, and activities and the skillset to relay by providing general information and assistance as it relates to the Department’s services, rules and regulations. The position provides confidential secretarial and administrative support to the agency, processing incoming and outgoing documents utilizing data management systems. Work is performed under the limited supervision of the Office Support Supervisor.REQUIRED EDUCATION/TRAINING
Required Minimum Work Experience In Addition To Formal Education/Training
Minimum of 1 year of customer service experience. Experience with transcription, and medical or legal terminology preferred.
LICENSE/CERTIFICATION
A valid MN Driver's license. May be required to attend various training sessions or certifications, after hire, depending upon assigned job responsibilities.
Essential knowledge and specialized subject knowledge required to perform the essential functions of the job:
ESSENTIAL SKILLS REQUIRED TO PERFORM THE WORK
Skill in reading, writing, and speaking English proficiently; organizing and prioritizing work; dealing with the public and resolving problems and/or de-escalating a situation; explain local, state and federal program and rules, and departmental operations; operating computer and other job-related equipment; using Microsoft Office; using electronic records management systems; accurately computing, classifying, recording, and verifying alpha-numeric data.
Ability to develop and maintain effective working relationships with supervisors, co-workers, other county staff, and members of the public; type and file accurately; prioritize tasks; efficiently navigate through State systems and applications such as: MAXIS, METS, PRISM, SSIS, Application Xtender, SIR, and other software as required. Demonstrate effective oral and written English communication skills; understand and carry out complex oral and written instructions; accurately and rapidly process detailed information, make decisions in accordance with established precedents and department policies and to apply these to work situations; remain objective; maintain confidentially; establish and maintain accurate and systematic records and tracking systems.
Unusual or hazardous working conditions related to performance of duties:
Employee works primarily in an indoor office setting and is exposed to minimal adverse or hazardous physical or environmental conditions. Employees may be exposed to some disagreeable, hostile, uncooperative and/or angry clients or members of the public that can make the job less than desirable, however, primary responsibility for dealing with these individuals rests with others in the department. Potential hazards and risks can be minimized through departmental procedures, training and general county risk management techniques employed by the County.
Physical requirements associated with the position can be best summarized as follows:
Physical Requirements
Climbing, balancing, stopping, kneeling, crouching, crawling, reaching, standing, walking, pushing, pulling, lifting, fingering, grasping, talking, hearing, seeing, repetitive motors.
Light Work
Exerting up to 20 pounds of force occasional, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for Sedentary Work, and the worker sits most of the time, the job is rated for Light Work.
Unusual or hazardous working conditions related to performance of duties:
Work is performed in an indoor office setting; occasional local travel may be required, including driving in inclement weather. There is extensive computer and telephone use, and extensive public contact. Subject to frequent interruptions; required to sit for long periods of time; required to perform repetitive tasks, such as transcription and date entry. The job may require dealing with and calming individuals who are emotionally charged over an issue. There is periodic exposure to potential hazards, such as body fluids and contagious diseases.
- This role requires in-office presence.
- Serves as first point of contact for Agency. Operate multi-line phone system, answer the telephone and direct calls to appropriate person, greet visitors to the office; monitors and escort visitors per IRS Federal Tax Identification regulations , assist clients with questions; provide information and assistance regarding Agency programs and activities and resolve routine complaints. Take precautions and actions to de-escalate upset or hostile clientele or visitors.
- Assist program applicants with completion of applications for services. Process forms, applications, and other documents by reviewing for completeness and verifying information. Gather and enter vital statistics and client information as required. Refer clients or staff to appropriate departmental personnel, or to local or state agencies
- Respond to inquiries and provide information to outside agencies. Process valid public assistance verification request by documenting benefits received.
- Operate various computer systems to enter, access, and maintain client information. Responsible for accurate entry and retrieval of client data from designated County, State, and Federal software programs for Agency.
- Assist with ongoing file maintenance for Agency services, including filing/scanning and recording active clients records, documents, and dates into various State and Federal software programs. Remain current with County, State, and Federal rules and regulations necessary to perform duties.
- Perform a variety of general office and clerical duties, including, but not limited to: processing incoming and outgoing mail; faxes documents; preparing document packets; preparing and distributing forms and correspondence; filing; making copies; generating reports; collecting fees, and recording receipts.
- Open new paper/electron files; code and close files according to retention policy and procedures. Responsible for incoming and outgoing transfer of client files. Issue new and replacement benefit cards. Create and maintain accurate tracking systems. Accurately assign client case to Eligibility Worker by determining active program/housing/family situations/disability status etc.
- Maintain inventory of office supplies, forms, and various other department materials. Maintain general office equipment to ensure optimal reliability, contact vendors for major repairs; order supplies or materials at Supervisor's request.
- Set up and take minutes for various meetings, including TEAMS meetings, as requested; set up and monitor video conference. Prepare agenda items as directed and type official meeting minutes.
- Obtain/maintain Notary Commission and provide notarial services to clients/staff as needed, following requirements and rules of the Office of Minnesota Secretary of State.
- Makes daily calls through the Good Neighbor program to elderly clients to check-in with them to assure their well-being and safety.
- Assist the Office Services Supervisor in the training of new Office Support Specialist and train all new hires on Sibley County Public Health and Human Services office procedures.
- Employees must consistently report to work as scheduled and maintain regular attendance.
- Performs other job-related duties as assigned.
Required Minimum Work Experience In Addition To Formal Education/Training
Minimum of 1 year of customer service experience. Experience with transcription, and medical or legal terminology preferred.
LICENSE/CERTIFICATION
A valid MN Driver's license. May be required to attend various training sessions or certifications, after hire, depending upon assigned job responsibilities.
Essential knowledge and specialized subject knowledge required to perform the essential functions of the job:
- Knowledge of department and county organization; administrative policies, procedures, and practices; functions and resources of county; other private, local, state, and federal programs, operations, policies. And procedures; basic mathematics; extensive knowledge of modern office practices, procedures, and equipment; medical and legal terminology; HIPAA; Minnesota Date Practices Act; record retention; and document management systems.
ESSENTIAL SKILLS REQUIRED TO PERFORM THE WORK
Skill in reading, writing, and speaking English proficiently; organizing and prioritizing work; dealing with the public and resolving problems and/or de-escalating a situation; explain local, state and federal program and rules, and departmental operations; operating computer and other job-related equipment; using Microsoft Office; using electronic records management systems; accurately computing, classifying, recording, and verifying alpha-numeric data.
Ability to develop and maintain effective working relationships with supervisors, co-workers, other county staff, and members of the public; type and file accurately; prioritize tasks; efficiently navigate through State systems and applications such as: MAXIS, METS, PRISM, SSIS, Application Xtender, SIR, and other software as required. Demonstrate effective oral and written English communication skills; understand and carry out complex oral and written instructions; accurately and rapidly process detailed information, make decisions in accordance with established precedents and department policies and to apply these to work situations; remain objective; maintain confidentially; establish and maintain accurate and systematic records and tracking systems.
Unusual or hazardous working conditions related to performance of duties:
Employee works primarily in an indoor office setting and is exposed to minimal adverse or hazardous physical or environmental conditions. Employees may be exposed to some disagreeable, hostile, uncooperative and/or angry clients or members of the public that can make the job less than desirable, however, primary responsibility for dealing with these individuals rests with others in the department. Potential hazards and risks can be minimized through departmental procedures, training and general county risk management techniques employed by the County.
Physical requirements associated with the position can be best summarized as follows:
Physical Requirements
Climbing, balancing, stopping, kneeling, crouching, crawling, reaching, standing, walking, pushing, pulling, lifting, fingering, grasping, talking, hearing, seeing, repetitive motors.
Light Work
Exerting up to 20 pounds of force occasional, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for Sedentary Work, and the worker sits most of the time, the job is rated for Light Work.
Unusual or hazardous working conditions related to performance of duties:
Work is performed in an indoor office setting; occasional local travel may be required, including driving in inclement weather. There is extensive computer and telephone use, and extensive public contact. Subject to frequent interruptions; required to sit for long periods of time; required to perform repetitive tasks, such as transcription and date entry. The job may require dealing with and calming individuals who are emotionally charged over an issue. There is periodic exposure to potential hazards, such as body fluids and contagious diseases.