Office Support Specialist

The Office Support Specialist provides confidential secretarial and administrative support to agency staff; provides information and assistance as it relates to the agency’s programs, activities/services, rules, and regulations.

This position operates under the AFSCME-CVS bargaining unit. Complete 2024 pay scale is $21.53/hour-$28.73/hour; starting rate of pay for this position is $21.53/hour. For a complete position description, click here.

Essential Functions

This job description indicates the normal type and level of work expected of the incumbent. Incumbent may be asked to perform other duties as apparent or assigned.

• Serves as first point of contact for agency. Answer the telephone and direct calls to appropriate person; greet visitors to the office; assist customers 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.
• Monitor and escort visitors using the common areas of the building. Serve as security liaison for WIC eligibility software.
• Assist program applicants with completion of applications for services. Process forms, applications, and other documents by reviewing for completeness and verifying information.
• Respond to inquiries and provide information to outside agencies. Process valid public assistance verification requests 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 and claim maintenance for agency services, including filing/scanning and recording active client records, documents, and data 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; preparing document packets; preparing and distributing forms and correspondence; filing; making copies; generating reports; collecting fees and donations, and recording receipts; assisting accounting staff as requested.
• Maintain petty cash. Batch scan all incoming monies and receipts..
• Sell water test kits; keep record of sales, make follow up phone calls, and provide corrective measures on failed water test results.
• Open new paper/electronic files; code and close files according to retention policy and procedures. Responsible for incoming and outgoing transfer of client files.
• Assist in gathering data; prepare various reports and other documents; and present reports. Assist in processing agency claims.
• Maintain inventory of office supplies, forms, and various other department materials. Maintain general office equipment; order supplies or materials at supervisor’s request.
• Set up and take minutes for various meetings, including ITV meetings, as requested; set up and monitor video conferences. Prepare agenda items as directed. Type official meeting minutes and distribute to agency board and committee members. Create and place legal notices in local papers, assuring deadlines are met. Responsible for providing notification of attendance to State department for meeting attendees to receive continuing education credits.
• Schedule WIC and immunization clinics, Child and Teen Check-up outreach calls, letters and events, and VSO client appointments as requested, including outreach clinics; provide follow up calls and letters; and inform clients of required documents and forms necessary for appointments. Assist staff with scheduling of county vehicles and interview rooms.
• Transcribe social service investigative reports, recordings, and correspondence.
• 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.

Minimum Qualifications

• Two years of post-secondary education, and a minimum of one and a half years of public relations and customer service experience; or an equivalent combination of education and experience.
• Must successfully complete a criminal history background check.
• Experience with transcription, and medical or legal terminology preferred.

Selection Process

Candidates will be selected based on a review of training and experience. Qualified candidates may be required to participate in an online skills assessment. Top candidates will be invited to participate in oral interviews.