Office Associate

Administrative Support Specialist - Child Support Department

We are seeking a highly motivated and organized individual to provide multi-faceted administrative support functions and customer service to the Child Support Department. The ideal candidate will possess strong communication skills, attention to detail, and the ability to work effectively in a fast-paced environment.

The Administrative Support Specialist will be responsible for:

• Providing receptionist services, including greeting visitors and clients, taking and relaying messages, and operating a multi-line telephone.
• Performing customer service tasks, such as providing information to visitors and callers, referring cases to appropriate case workers, and explaining child support procedures to customers.
• Reviewing and working assigned periodic case management reports, determining and performing appropriate activities accordingly.
• Obtaining information from clients for the completion of forms, documents, and records.
• Assisting other department personnel and supervisory personnel with various administrative details, maintaining and updating records or written and computerized materials.
• Creating and maintaining files and departmental records by filing documents, sorting, and/or destroying closed files according to Federal guidelines.
• Ensuring physical files are up to date with changes from the KIDS system.
• Performing data entry into the KIDS system and maintaining accurate records of communication.
• Generating letters, correspondence, reports, and other documents from wiKIDS.
• Locating functions within the KIDS system and/or manually, which includes using various local, state, interstate, and federal resources, accessing state reports, retrieving appropriate data, and confirming data through telephone calls or written correspondence with public and private entities.
• Assembling information packets to distribute to clients.
• Maintaining information on several types of computer software, word processing, records management, spreadsheets. May update lists and other department records.
• Maintaining the agency stock of brochures, forms, and handouts, and reordering as necessary.
• Making copies of documents and distributing as appropriate.
• Receiving and recording payments, issuing receipts.
• Running financial records for customers.
• Updating and/or providing demographic data for Child Support Investigators as requested.
• Processing case applications and referrals.
• Assisting with department applications and other related duties.
• Opening, dating stamps, sorting, and distributing mail, as well as processing outgoing mail.
• Delivering and receiving documents between the Child Support Agency and other County Departments.
• Sorting and filing written materials/records.
• Ordering and maintaining inventory of office supplies.
• Operating a variety of office equipment such as computer systems, multi-line telephone, fax machine, calculator, department audio/visual equipment, and photocopier.

Requirements:

• Must possess a High School diploma or equivalent.
• Successful adjudication of State Department of Justice (DOJ), Federal Bureau of Investigations (FBI) fingerprints, and criminal background check pursuant to Internal Revenue Service (IRS) 1075 Publication are required due to access to Federal Tax Information (FTI).

Preferred Qualifications:

• Graduate from a vocational or accredited technical college with one year computer or office support experience.
• Legal or previous work-related experience with the State Court system is desirable.

Contact Information:
Please contact Douglas County Human Resources for further information regarding this position.