Human Services Office Specialist

Statement of the Job

Provides administrative support. Performs general office duties, including customer service, data entry, typing, preparing documents and spreadsheets, compiling reports, and other administrative functions as assigned.

• Type and enter data into information systems with reasonable proficiency for business efficiency and responsive customer service.
• Maintain calendar of appointments.
• Assist department in administrative tasks requiring independent judgment and initiative.
• Maintain data and tracking records for grants administration.
• Receive, prepare, sort, and distribute mail and faxes.
• Assist with clerical needs; does not supervise or direct other staff.
• Answer and respond to routine questions by telephone and in person to employees and the public.
• Keep records of statistical data and reports.
• Prepare weekly and monthly reports.
• Maintain office supplies and inventory.
• Track budget; manage PO’s, invoices, and bids/quotes.
• Order supplies and manage travel budget and invoices.
• Schedule meetings, maintain calendar.
• Create and maintain files, ensuring paperwork is completed accurately and timely.
• Draft and prepare correspondence as requested.
• Compile packets for meeting sessions.
• Take minutes in various meetings.
• Operate office equipment such as PC, printer, copier, fax machine.
• Provide exceptional customer service to internal and external customers.
• Perform related work as required.

Office Specialist: minimum education is high school diploma or GED; minimum experience is two years working in an office environment performing administrative duties.

Other combinations of education, training, and experience which demonstrate the ability to perform the essential functions of the position are acceptable.

• Valid state driver’s license.

• Modern office practices and procedures.
• Working knowledge of computer word processing (Word Perfect/Microsoft Word), spreadsheet (Excel), and database software programs.
• Business English, spelling, and grammar.
• Record keeping and filing procedures.
• Operating a personal computer and office equipment.
• Correct business grammar.
• Strong organizational skills.
• Organize and plan office work.
• Communicate effectively verbally and in writing.
• Establish and maintain effective working relationships with applicants, employees, city officials, and the general public.
• Communicate orally with customers in person and by telephone.
• Observe and monitor data for compliance.
• Sort, separate, arrange, file, and distribute incoming mail or material.
• Comprehend and make inferences from written material.
• Type and enter data into information systems.

The job requires frequent sitting, talking, and hearing. Occasionally walking, using hands to handle objects, reaching with hands and arms, and lifting up to 25 pounds. Vision requirements include close vision and ability to adjust focus.

Work environment is moderately quiet.

• Medical/Rx (EPO or HDHP)
• Dental/Vision
• Wellness Program
• Flexible Spending/Health Savings Account
• Group Life Insurance
• Optional Additional Life Insurance
• Optional Additional Accidental Death & Dismemberment Insurance
• 12 Paid Holidays Annually
• Paid Vacation (accrual rate depends on years of service)
• Paid Personal Leave (96 hours/year)
• Short Term Disability
• Long Term Disability
• Retirement Plan – 401A Defined Contribution Plan
• Optional Deferred Compensation
• Tuition Reimbursement
• Service Awards