OSS - DHS

The Office Support Specialist, DHS, position is responsible for performing a variety of diverse and complex clerical tasks that require attention to precision and accuracy. Duties involve the application of some limited judgment in carrying out the job requirements, however, office routines governing tasks are in place and established. Duties include data entry, substantial customer relations, and service activities which involve the application of various regulations, rules, and department routines that must be applied in a precise and accurate manner.

Additional duties include maintenance of department records, transcriptions, receptionist support, maintain statistical reports, and gathers data needed for various department forms and reports.

Duties and Responsibilities (

Note:

these are characteristic of the job class, but actual duties will vary depending on area of assignment in the Human Services Department).
- Performs receptionist duties and functions that include:
o Greets clients to determine nature of issues, problems or questions and refers clients to staff schedules appointments.
o Directs clients to other agencies within the County. Answers questions concerning agency programs and services.
o Provides clients application forms, assists clients in completing applications and answers questions.
o Provides high-quality customer service and client services.
- Transcribes, types, and provides clerical support.
- Prioritizes work and timeline for project completion.
- Updates, maintains, files, and records all correspondence, test results, case narratives, progress reports, client visits, client contacts or other information required for case/file management.
- Responsible for control and maintenance of centralized filing system. Creates files, maintains files, and closes files.
- Copies, collates, scans documents, faxes, and/or distributes information, assists in destroying old or outdated file information or records in accordance with record retention routines.
- Provides office support for DHS Supervisors and Director.
- Maintains all office supplies and state brochures.
- Strategizes with supervisor workflow policies and procedures, and prioritization of Office Support Specialist workloads.
- Leads OSS staff when immediate supervisor is out of the office.
- Prepares purchase of service agreements and contracts.

- Performs data entry such as entering program statistics, demographics, and new income maintenance applications.
- Composes and types various materials such as memos and letters. Assembles various packets.
- Mentors staff as subject matter expert.

While these are the primary focus of the position, we believe strongly in teamwork and employees will be called upon to perform a variety of duties as part of their role with the County.

Position Requirements

Knowledge, Skills and Abilities
- Knowledge of specialized or related laws, terminology, rules or technical requirements specific to the area of assignment.
- Knowledge of operations, policies and procedures of Freeborn County and the Human Services Department.
- Knowledge of agency, mental health, insurance and state programs.
- Knowledge of modern office support, office equipment operations and general business practices.
- Ability to understand and apply oral and written instructions.
- Ability to use computers and relevant software.
- Effective oral and written communication skills.
- Ability to work independently and accurately.
- Skill in managing time, organizing, and setting priorities.
- Ability to perform data entry for prolonged periods.
- Ability to maintain confidentiality and data privacy according to laws, rules and policies.
- Ability to perform assignments under moderate supervision within standard operating procedures.
- Ability to follow standard procedures and tasks where basic analytical ability is required. Detailed guidelines and procedures are generally used to make decisions or determine actions.
- Ability to maintain effective working relationships with inside and outside contacts.

Education and Experience
- High School Diploma or GED
- One to three years relevant work experience
- Computer, typing and data entry experience/training

Licen…