What are the responsibilities and job description for the Administrative Assistant position at Otter Tail County?
Salary: Depends on Qualifications
Location : 500 Fir Avenue West Fergus Falls, MN
Job Type: Full-Time
Job Number: 10:03/25
Department: Public Health
Opening Date: 03/03/2025
Closing Date: 3/14/2025 4:30 PM Central
Description
Otter Tail County is accepting applications for a full-time Administrative Assistant in the Public Health Department.
This position is responsible for performing a wide range of standard, transferable, and procedure-based administrative and office support duties for a program, team, or department. Responsibilities include filing and copying a variety of materials; entering and reconciling data; supporting data requests made by the public; typing; answering telephones; cashiering; providing customer service; scheduling events and meetings; preparing meeting minutes and agendas; tracking work orders and related department activities; preparing travel arrangements; coordinating special projects; and performing support for various programs.
This position will primarily serve the Public Health Department but may also provide support and back-up coverage within the Health & Wellness Service Team.
Examples of Duties
This position is regularly scheduled to work 40 hours per week, Monday-Friday, 8:00-4:30 p.m. The 2025 starting salary for this position is $19.95 per hour, depending on qualifications, with career advancement to $32.02 per hour.
The selection process will include an online employment application and supplemental questionnaire. Semi-finalists will be invited to interview. Finalists will be required to pass a background investigation prior to hire. A standard 12 month probation period applies.
How To Apply
To apply for this position, click on desired job title, then the "Apply" link. On-line applications are stored on a secure site. Only you and authorized employees of Otter Tail County have access to the information submitted.
When filling out any employment application materials for Otter Tail County, you must include your entire employment and education history. Failure to do so may render your application incomplete.
The tentative interview date will be March 24, 2025.
Veterans Preference
Eligible veterans as defined by Minnesota Statute 197.447 may claim Veterans Preference during the hiring process. A DD214 and any supporting documentation must be included with the employment application.
Background Investigation
All employment offers are contingent upon the applicant passing a background investigation which may include, but are not limited to, gathering information from the following sources: Bureau of Criminal Apprehension, other law enforcement agencies, court documents, educational institutions, previous employers, Minnesota Driver and Vehicle Services, military records, Immigration and Naturalization Services, and known associates of the applicant.
Criminal convictions are not an automatic bar to employment. Each case is considered on its individual merits and the type of work sought. Making false statements or withholding information during the application or background investigation process will cause you to be barred from employment or removed from employment.
Otter Tail County is a tobacco-free workplace.
Otter Tail County does not discriminate on the basis of political affiliation, race, color, creed, religion, age, national origin, sex (pregnancy, gender identity, sexual orientation), marital status, familial status, status with regard to public assistance, membership or activity in a local commission, disability, or genetic information.
Equal Opportunity * Affirmative Action Employer
Otter Tail County provides an attractive benefit package for regular full-time employees, including health, dental, life, long-term disability, and retirement benefits through the Public Employees Retirement Association (PERA). Regular full-time employees can expect to accrue holiday, sick, and vacation leave benefits. In addition, employees receive professional development opportunities.
01
The following questionnaire will be used as a scored evaluation of your knowledge, skills, and experience and is used to determine advancement in the hiring process. Be sure that your responses are thorough and complete. If a question asks for education and experience that you have already stated in the employment application, it is still important to answer the question thoroughly on the questionnaire. All responses should be examples of your own writing and will be evaluated for potential AI. If we determine that the responses were created using AI, your application may be deemed ineligible.
02
Briefly describe your administrative support experience.
03
Why are you interested in this position and what skills do you possess that make you the best candidate?
04
Describe your experience with computer software and/or data entry programs. Identify the programs you have used and how you used them.
05
How do you prioritize your tasks when you have multiple deadlines?
06
How do you handle confidential information?
07
Are you bilingual? If you are bilingual, indicate the language(s) you speak and your skill level. Also tell us whether you can speak fluently, read/or write the language(s).
08
Have you included your entire work history on this employment application? Do not mark your application "see resume". Not including your entire work history will render your application incomplete.
09
How did you hear about this job opportunity? Check all that apply.
Location : 500 Fir Avenue West Fergus Falls, MN
Job Type: Full-Time
Job Number: 10:03/25
Department: Public Health
Opening Date: 03/03/2025
Closing Date: 3/14/2025 4:30 PM Central
Description
Otter Tail County is accepting applications for a full-time Administrative Assistant in the Public Health Department.
This position is responsible for performing a wide range of standard, transferable, and procedure-based administrative and office support duties for a program, team, or department. Responsibilities include filing and copying a variety of materials; entering and reconciling data; supporting data requests made by the public; typing; answering telephones; cashiering; providing customer service; scheduling events and meetings; preparing meeting minutes and agendas; tracking work orders and related department activities; preparing travel arrangements; coordinating special projects; and performing support for various programs.
This position will primarily serve the Public Health Department but may also provide support and back-up coverage within the Health & Wellness Service Team.
Examples of Duties
- Coordinates the flow of clients and the public; determine client's needs and direct clients to the appropriate staff
- Responds to requests for information or questions by personal contact, phone, or e-mail
- Provides clients with necessary applications, paperwork, and information; assists clients in completion of forms upon request
- Provides information and referral to address customer needs including arranging for follow-up by other staff depending upon the topic to be addressed
- Sorts, assigns, and distributes incoming mail, electronic correspondence, and faxes; processes outgoing mail
- Maintains and updates records, adhering to retention schedules
- Develops, copies, files, and revises paper and electronic forms
- Reviews, redacts, and transcribes correspondence as requested in accordance with data privacy standards and agency protocols
- Receipts for items or money taken in at the front desk
- Ensures that adequate office supplies, forms, and other specialized inventory remain in stock and reorders when necessary
- Prepares various agency reports, lists, packets, and correspondence. Performs data entry into electronic information systems; opens and closes cases and files
- Monitors status of office equipment and notifies supervisor if equipment needs repair; manages shredding bins
- Acts as a backup to other office support staff in other units in the agency; provides coverage during breaks or days off
- Performs other duties as assigned
- May assist in the training of new staff as requested
- Furnishes requested verifications to providers
- Processes transfer of cases to other counties
- Transcribes dictation
- Efiles court documents
- Maintains administrative or fiscal data and assists in preparing reports
- Establishes collaborative relationships, participates in the implementation of unit, agency and team goals, policies and procedures.
- Administrative tasks
- Attend staff and supervisor/supervision meetings as scheduled
- Attend conferences as scheduled or agreed upon with supervisor
- Attend trainings as related to job responsibilities
- Complete documentation, agency timesheets, and employee records in a timely manner
- Communicate schedule changes with supervisor
- Consistently keeps agency staff aware of availability
- Utilizes identified system(s) to document work
- Adheres to general employment conditions such as personnel rules, work and safety rules, dress codes, etc. Regular attendance is required to perform the duties of this position.
- May work within programs across the Health & Wellness service team or that involve cross jurisdictional sharing (CJS).
- May assist with duties and responsibilities as outlined in the County Emergency Operations Plan and Continuity of Operations Plan.
- High School diploma or equivalent and general office or administrative support experience.
- Must possess computer skills, including Microsoft Office Suite.
This position is regularly scheduled to work 40 hours per week, Monday-Friday, 8:00-4:30 p.m. The 2025 starting salary for this position is $19.95 per hour, depending on qualifications, with career advancement to $32.02 per hour.
The selection process will include an online employment application and supplemental questionnaire. Semi-finalists will be invited to interview. Finalists will be required to pass a background investigation prior to hire. A standard 12 month probation period applies.
How To Apply
To apply for this position, click on desired job title, then the "Apply" link. On-line applications are stored on a secure site. Only you and authorized employees of Otter Tail County have access to the information submitted.
When filling out any employment application materials for Otter Tail County, you must include your entire employment and education history. Failure to do so may render your application incomplete.
The tentative interview date will be March 24, 2025.
Veterans Preference
Eligible veterans as defined by Minnesota Statute 197.447 may claim Veterans Preference during the hiring process. A DD214 and any supporting documentation must be included with the employment application.
Background Investigation
All employment offers are contingent upon the applicant passing a background investigation which may include, but are not limited to, gathering information from the following sources: Bureau of Criminal Apprehension, other law enforcement agencies, court documents, educational institutions, previous employers, Minnesota Driver and Vehicle Services, military records, Immigration and Naturalization Services, and known associates of the applicant.
Criminal convictions are not an automatic bar to employment. Each case is considered on its individual merits and the type of work sought. Making false statements or withholding information during the application or background investigation process will cause you to be barred from employment or removed from employment.
Otter Tail County is a tobacco-free workplace.
Otter Tail County does not discriminate on the basis of political affiliation, race, color, creed, religion, age, national origin, sex (pregnancy, gender identity, sexual orientation), marital status, familial status, status with regard to public assistance, membership or activity in a local commission, disability, or genetic information.
Equal Opportunity * Affirmative Action Employer
Otter Tail County provides an attractive benefit package for regular full-time employees, including health, dental, life, long-term disability, and retirement benefits through the Public Employees Retirement Association (PERA). Regular full-time employees can expect to accrue holiday, sick, and vacation leave benefits. In addition, employees receive professional development opportunities.
01
The following questionnaire will be used as a scored evaluation of your knowledge, skills, and experience and is used to determine advancement in the hiring process. Be sure that your responses are thorough and complete. If a question asks for education and experience that you have already stated in the employment application, it is still important to answer the question thoroughly on the questionnaire. All responses should be examples of your own writing and will be evaluated for potential AI. If we determine that the responses were created using AI, your application may be deemed ineligible.
02
Briefly describe your administrative support experience.
03
Why are you interested in this position and what skills do you possess that make you the best candidate?
04
Describe your experience with computer software and/or data entry programs. Identify the programs you have used and how you used them.
05
How do you prioritize your tasks when you have multiple deadlines?
06
How do you handle confidential information?
07
Are you bilingual? If you are bilingual, indicate the language(s) you speak and your skill level. Also tell us whether you can speak fluently, read/or write the language(s).
08
Have you included your entire work history on this employment application? Do not mark your application "see resume". Not including your entire work history will render your application incomplete.
09
How did you hear about this job opportunity? Check all that apply.
- Otter Tail County Website
- Minnesota Works Website
- Newspaper
- Social Media
- Word of Mouth
- Other
Salary : $20 - $32
