Office Support Specialist

Classification Summary

Aitkin County Health and Human Services has an opening for a full time (40 hours per week) Office Support Specialist.

This position will perform moderately difficult office support assignments requiring knowledge of agency programs, procedures and practices, and to serve as liaison between the general public and agency staff.

PLEASE SEE EXAMINATION PROCESS SECTION BELOW FOR INSTRUCTIONS ON HOW TO APPLY PLEASE NOTE THE EXAM PROCESS IS AN ONLINE EXAM FOR THIS CLASSIFICATION (SEE EXAM PROCESS BELOW).

Examples of Duties

• (these are illustrative examples only-a position may not include all the work examples given, nor does the list include all that may be assigned.)
• Responds orally and in writing to general inquiries based on knowledge of previous situations and knowledge of agency programs, policies and procedures.
• Asks questions to determine clients' needs and directs the clients to the appropriate staff member.
• Provides clients with information on other community resources.
• Assists clients in the proper completion of program forms.
• Responds to requests for information or questions from other employees by personal contact, phone or e-mail.
• Types and edits materials using knowledge of procedures to determine the correct format, and questions the author if something is missing or incorrect.
• Composes form letters or other routine correspondence.
• Types and/or prepares special reports using knowledge of specialized software programs. Assembles and sends application materials, attachments and other forms based on knowledge of standard agency procedures.
• Codes, records, matches, posts, tallies, verifies and/or corrects data in order to maintain accurate records and mailing lists.
• Maintains administrative or fiscal data and assists in preparing reports.
• Sorts and distributes incoming mail and collects and prepares outgoing mail.
• Maintains adequate inventory of office supplies and forms required for agency operation.
• Enters information into and retrieves information from data bases.
• Assists in the training of new office support staff.

Minimum Qualifications

Aitkin County Minimum Qualifications
High school diploma or general education degree (GED) required.

Aitkin County Preferred Qualfiications
Administrative Support Diploma or college coursework in administrative support applications, business English, business communications, typing, Microsoft Office software, or closely related field, plus one or more years of general clerical experience or an equivalent combination of education and experience capable of performing the essential duties and responsibilities of the position.

Valid Minnesota driver's license or access to reliable transportation for infrequent travel that may be required for off-site training or other job-related activities. Employment reference checks and a criminal background check will be performed as part of the pre-employment process.

Must have the ability to focus and work productively despite frequent interruptions.

Examination Process

In order to be considered for this job, you must take and pass an examination, which is offered online. The examination consists of five (5) sections measuring Numeric Filing, Proofreading, Reading Comprehension, Spelling (requires sound audio capabilities on your computer), and Basic Math Skills. You will need a calculator to complete this exam. After your Merit System application has been submitted, you will be sent an e mail with a unique link to access the examination sections. Set aside enough time to take this examination in it's entirety (in one sitting). If you get out of a section before completing it - it will score the unanswered questions as "0s" zeros and you will not be given credit.

Please allow one hour in order to take the exam in it's entirety as required.

If a passing score is obtained, your score will remain on the eligible list up to one year (or until you are hired into a permanent position). You will not need to re-take the online examination if you have obtained a passing score of at least 70. If you have any changes to your application, such as updating your availability, please notify the Merit System directly.

IMPORTANT INFORMATION:

Apply at this link here: 614-Online (Office Support Specialist - Online Exam)

You will have a limited number of days from the date you submitted your application to complete the exam. Please note, you are applying for a specific county vacancy and the exam must be completed online by Tuesday, April 1st, 2025 (midnight) for the position.