Office Assistant - Social Services & Life Center

Are you highly organized and enjoy working as part of a team to ensure events run smoothly? Do you take pride in creating detailed plans and find satisfaction when everything comes together perfectly? Would you love to apply your skills in a role that helps others? Churchill County is seeking a personable, motivated, and energetic individual to join our Social Services Department as a full-time Office Assistant. The Social Services Department provides stabilization & emergency assistance to County residents who meet the appropriate guidelines. Further, Social Services has the WNP Life Center, a place for the community to go for meals, going into activities, access Meals on Wheels, Transportation, and many other valuable services. We are looking for people who want to work in this position for an extended period of time, not people who are hoping to get a foot in the door with the county and move on to another position relatively quickly.

The Office Assistant is responsible for working with the team for planning and executing several events and programs carried out by the Social Services Department. These programs include Pinwheels for Prevention, Community Day.... and anything else that comes up. The position also provides administrative support to all department functions, with focus on reviewing data for quality control purposes and coordinating data collection systems. The Office Assistant must be adept at coordinating meetings and events involving the department. These events require strong organizational skills with great attention to detail. This position also provides backup at the front desk at times and must be comfortable being the first point of contact assisting people in difficult life circumstance.

Not all situations have a happy ending, as needy clients and families may be denied aid because they do not meet the guidelines. Oftentimes, these members of the public may be angry, confused, and/or emotional. The Office Assistant must also be adept at handling these difficult situations that face the clients, who come from a variety of socioeconomic backgrounds.  

Clients' backgrounds include the following:

• Substance abuse issues (including clients who may come into the office currently under the influence of drugs or alcohol),
• Mental health issues,
• Domestic violence situations,
• Physical or developmental disabilities,
• Homelessness,
• Poverty

These clients must be dealt with compassionately, professionally, and sometimes firmly.  

The county pays 100% of the retirement contribution to PERS on your behalf (33.5% over and above your wage, equivalent to $5.70/hour or $11,050/year). The county pays 100% of the employee-only health insurance premiums (equivalent to $5.82/hour or $12,115/year). AND you will not have Social Security taken out of your paycheck, which results in an additional 6% take-home pay (equivalent to $1.02/hour or $2,100/year).

The Office Assistant provides administrative support to all department functions, with particular focus on reviewing data for quality control purposes and coordinating data collection systems. The Office Assistant must be adept at coordinating meetings and events conducted by the department. These events require strong organizational skills with great attention to detail. This position also provides backup at the front desk at times and must be comfortable being the first point of contact assisting people in difficult life circumstance.

Not all situations have a happy ending, as needy clients and families may be denied aid because they do not meet the guidelines. Oftentimes, these members of the public may be angry, confused, and/or emotional. The Office Assistant must also be adept at handling these difficult situations that face the clients, who come from a variety of socioeconomic backgrounds.  

Clients' backgrounds include the following:

• Substance abuse issues (including clients who may come into the office currently under the influence of drugs or alcohol),
• Mental health issues,
• Domestic violence situations,
• Physical or developmental disabilities,
• Homelessness,
• Poverty

These clients must be dealt with compassionately, professionally, and sometimes firmly.  

The employee must also be good at multitasking, as there are frequent interruptions and a variety of tasks to be performed. If you think you can be a dynamic, outgoing, professional member of the team and if you are up to the challenge, consider applying for this full-time, regular position.

The Social Services Department is committed to maintaining a cross-functional team environment.  Members of the team are expected to provide support and assistance to other members and may be required to perform duties outside their regular assignments.  

An eligible list will be established based on application and interview results. The eligible list will be maintained for twelve months and may be used for other County-wide openings for Office Assistant. Inclusion on the eligible list is not a guarantee of a current or future interview or job offer. Applications must be submitted online at www.churchillcounty.org/careers - the position will remain open until it is filled.

This job description indicates, in general, the nature and levels of work, knowledge, skills, abilities and other essential functions (as covered under the Americans with Disabilities Act) expected of the incumbent.  It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the incumbent.  Incumbent may be asked to perform other duties as required.

• Demonstrates regular, reliable and punctual attendance.
• Acts as receptionist and receives and screens visitors and telephone calls and takes messages; provides factual information regarding County or departmental activities and functions which may require the explanation of rules, policies and/or procedures; may receive, receipt and balance monies.
• Types correspondence, reports, forms and specialized documents related to the functions of the department to which assigned from drafts, notes, dictated tapes, or brief instructions; may compose standard correspondence from brief instructions.
• Proofreads and checks typed and other materials for accuracy, completeness, compliance with departmental policies, and correct English usage, including grammar, punctuation, and spelling.
• Enters, edits and retrieves data and prepares periodic or special reports, using a computer system and following established formats and menus; may perform production computer information entry.
• Prepares and updates a variety of reports and records which may require the use of arithmetic calculations and consolidating materials from several sources.
• Maintains records and processes forms, such as work orders, purchase requisitions and others specific to the department; may make arithmetic or standard statistical calculations.
• Establishes and maintains office files; researches and compiles information from such files; purges files as required.
• Reviews computer-produced and typed reports for accuracy, research exceptions and makes corrections as required.
• Operates standard office equipment, including word processors, computers, facsimile equipment and central telephones; may operate microfilm, radio telephone and other departmental-specific equipment after training.
• Compiles materials for meetings, prepare agendas and attend such meetings to take summary notes as required.
• Opens and distributes mail, processes outgoing mail, makes travel arrangements and prepares purchase requisitions.
• Represents the County with dignity, integrity, and a spirit of cooperation in all relationships with staff and the public.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.
 
Education and Experience
High School diploma/GED; AND one (1) year of administrative support experience; OR an equivalent combination of education, training and experience.

Previous experience as a receptionist, including working with a high-volume of clients from a variety of socioeconomic backgrounds is highly desirable.

Bilingual ability in Spanish/English is a plus.

Required Knowledge and Skills
Knowledge of:

• Policies and procedures of the department to which assigned.
• Use of specified computer applications involving word processing, data entry and/or standard report generation.
• Business arithmetic.
• Applicable regulations, policies and statutes.
• Office administrative practices and procedures.
• Business letter writing and the standard format for typed materials.
• Record keeping principles and practices.
• Correct business English, including spelling, grammar and punctuation.
• Techniques for dealing with the public, in person and over the telephone.

Skill in:

• Performing administrative support work in assigned of areas/disciplines.
• Reading and explaining rules, policies and procedures.
• Analyzing and resolving varied office administrative problems.
• Organizing, maintaining and researching office files.
• Compiling and summarizing information and preparing periodic or special reports.
• Organizing own work, setting priorities and meeting critical deadlines.
• Contributing effectively to the accomplishment of team or department goals, objectives and activities.
• Establishing and maintaining effective work relationships with staff, coworkers, and the public.

Required Certificates, Licenses and Registrations

• None.

The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of the job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
 
Mobility to work in a typical office setting and use standard office equipment; stamina to sit for extended periods of time; strength and agility to lift and carry up to 20 pounds; vision to read printed materials and a computer screen, and hearing and speech to communicate over the telephone and in person.    

Conditions of Employment

1. Continued employment is contingent upon all required licenses and certificates being maintained in active status without suspension or revocation.
2. New employees are required to submit to a background investigation and if hired for a safety-sensitive position, a drug/alcohol screen.  Employment is contingent upon passing the background and the drug/alcohol screen (if applicable). 
3. Churchill County participates in E-Verify and will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS, with information from each applicant's Form I-9 to confirm work authorization.  All candidates who are offered employment must complete Section 1 of the Form I-9 along with the required proof of their right to work in the United States and proof of their identity prior to starting employment.  Please be prepared to provide required documentation as soon as possible after the job offer is made.

Salary : $2,100 - $12,115