OFFICE SUPPORT SPECIALIST

Description

POSITION SUMMARY:
The Office Support Specialist Position will provide support services for the Health and Human Service Agency of approximately 110 staff. This position is responsible for delivering on-demand services that assist Morrison County residents in accessing the public assistance services they are eligible for while providing fair and equal access to all Health and Human Services Programs in a professional manner. This position also completes services such as fingerprinting for the Bureau of Criminal Apprehension and assisting Morrison County residents in applying for the nutrition supplement program for Women, Infants and Children (WIC). Support services are provided while maintaining compliance with federal or state laws or rules governing the above service areas while adhering to the mission of Morrison County.

ON-DEMAND PRINCIPLE ACCOUNTABILITIES:

1. Efficiently and accurately enter client applications for long-term care assistance, cash assistance, housing assistance, food support assistance and child-care assistance into respective Minnesota State Software Programs within one hour of the application being received in the agency.
2. Prepare software system for issuance of electronic benefit transfer card (EBT) and issue EBT card to client on demand while providing training on use of card.
3. Open and process daily incoming US Postal Service mail, using established procedures to process and distribute documents. Documents are scanned and indexed, or hard copy given to the worker on the same day mail is received in the Agency 100% of the time.
4. Meet State requirements by capturing scheduled fingerprints for Morrison County residents who are securing day care, child foster care and adult foster care licenses.
5. Accurately code State MAXIS System to show receipt of food support, cash assistance and housing assistance renewals on day the renewals are received in the Agency so that client’s case does not close and benefits stop.
6. Open, prepare and scan renewals into our electronic document management system (EDMS), indexing each document correctly so it is routed to the correct worker for processing so the client's case stays active.
7. Monitor Social Services Intake shared mailbox, download child maltreatment reports and corresponding attachments upon receipt and ensure they are routed to the correct worker so they may be reviewed and acted on by intake social worker.
8. Monitor electronic fax folder and process each fax appropriately. Applications must be processed immediately and child maltreatment reports must be routed to correct intake social worker upon arrival.
9. Schedule WIC appointments, complete mandated separation of duties by verifying client’s eligibility for WIC and prepare software system for issuance of WIC benefit card on demand while providing training on use of card.
10. On demand, receipt all incoming cash, checks, and money orders that come into the Agency per State Audit purposes.
11. On demand, scan client verifications for programs our Agency administers. These verifications may be dropped off at the front reception desk or received in the daily mail using specialized software.
12. Ask key questions when screening call-in and walk-in child maltreatment reports and handle appropriately following established policies and procedures. Monitor waiting client to insure they are seen within established timeframe. If needed, it is the Office Support Specialist’s responsibility to secure a worker to interview the client within the established timeframe.
13. Utilize the following systems to verify case numbers to ensure documents are scanned to the correct case for timely processing: Minnesota’s Shared Master Index (SMI), MAXIS, SSIS, PH DOC, MEC2, HUBERT.
14. Process incoming Environmental Health Food Licenses on demand. Calculate payment and any late fees as applicable. Receipt money and appropriately handle documents.

SUPPORT SERVICES

1. On a weekly basis, complete maintenance scanning (filing) of documents for assigned workers. These documents must be scanned into the electronic file as workers in the field need access to these documents.
2. Maintain application packets with up-to-date State Documents and ensure they are always available when requested.

PROVIDE QUALITY CUSTOMER SERVICE TO INTERNAL AND EXTERNAL CUSTOMERS

1. Cooperate and communicate effectively and in a timely fashion with Agency staff, clients, providers, other counties, DHS, and the general public in the discharge of job responsibilities.
2. Support and promote the concepts of teamwork in the delivery of quality services.
3. Develop and maintain positive working relationships within and outside the Agency.
4. Provide an environment of trauma informed, respectful relationships, such as unit to unit, staff to client, staff member to staff member.
5. Demonstrate Trauma Informed work behavior with clients, community members, and agency staff that defuses conflict, allows others to be heard and demonstrates respect for others.
6. Maintain professional dependability through example: i.e. on time, completion of tasks, and willingness to assist and/or complete duties agency staff are charged with when necessary.
7. Promote and maintain the spirit of cooperation with co-workers.
8. Comply with County Policies.
9. Promote, develop, and maintain good working relationships with the public, the community, and other agencies.

COMPLETE OTHER DUTIES AS ASSIGNED BY THE AGENCY

1. Comply with all county and/or agency Safety Policies.
2. Use Trauma Informed language and knowledge to create a safe and respectful work environment.
3. Attend sub-Unit, Unit and All-Staff meetings
4. Supervises interns as requested.
5. Operates in a safe manner and follows all County Safety Policies.
6. Other duties as assigned by Agency Administration.

WORKING CONDITIONS:
Normal office environment where there is some physical discomfort. Attends and participates in continuing education programs and meetings which require travel outside of the county. Incumbent will be in contact with citizens, personnel, visitors, and government agencies that, at times, may become hostile or highly emotional. Incumbent must be able to lift up to 25 lbs. regularly, and over 25 lbs. on a periodic basis. Incumbent spends extended periods of time at a computer.

Qualifications

QUALIFICATIONS:

• Requires high school diploma or general equivalency, and accurate typing/data input speed of at least 65 wpm.
• Prefer minimum of 2-3 years previous administrative support experience, and/or computer training and good knowledge of Microsoft programs.
• Must be able to work with a wide variety of people in a pleasant and courteous manner, including angry and emotionally unstable individuals.
• Must have working knowledge of English, spelling and grammar sufficient to identify and correct typographical and grammatical errors.
• Must have the ability to file and retrieve records and other documents using an established filing system and/or electronic document management system.
• Demonstrates integrity in maintaining confidentiality.
• Must possess a professional disposition and positive work attitude while collaborating with other staff, visitors and clients.
• Must possess a valid driver's license.
• Must pass a background investigation.

Salary : $21 - $25