Administrative Specialist - Health and Human Services

Hiring Range: $23.05-$27.11 Full Pay Range: $21.69 - $32.53

Performs responsible and varied technical and administrative work to support staff and programs requiring the exercise of independent judgement. Provides general or routine information to staff, clients, leadership, general public, and local, state, and federal agencies.

• Answers incoming calls, answering general and routine questions, routes calls to proper party, maintains knowledge of department and unit functioning in order to receive and direct callers.
• Performs duties of receptionist by answering and routing calls and faxes, greeting and assisting visitors, providing general information and referrals, and notifying staff of appointments and walk-ins.
• Processes incoming documents, forms, and other materials and reviews for completion; works with client to ensure missing information is collected; provides clients and residents with general program and application information.
• Uses various computer programs and systems for data entry, reporting, report reconciliation, tracking, and financial record keeping; sets up electronic client files and maintains client data in databases; scans and electronically files documents.
• Assists with special projects, development and revision of brochures and manuals, file and office organization, forms creation and supply maintenance, ongoing program reporting, etc.
• Maintains schedule for record retention and destruction; researches and validates prior to destruction; purges files and all related materials per schedule and logs all destroyed files; processes requests for document retrieval from offsite storage.
• Processes purchase orders and procurement card payment for staff and programs as established by policy and procedure.
• Compiles, codes, and reconciles financial documents; collects and documents payments received.
• Troubleshoots office equipment and system issues and serves as liaison between and/or subject matter expert for staff, departments, and vendors; submits repair/service requests as needed.
• Provides office support such as filing, copying, and ordering of supplies, equipment, and support services for clients and staff.
• Processes all incoming and outgoing mail; opens, stamps, sorts, and distributes all documents.
• Assists with preparation of case files for transfer to other counties and/or for auditing purposes.
• Responds to records requests; compiles and organizes documents, redacts confidential data as dictated by statute.
• Provides support and assists with onboarding process for new staff.
• Schedules designated meetings and takes meeting and informational notes for meetings as required or assigned.
• Provides back-up coverage to other work units or front desks.
• Works the hours and/or shifts assigned and begins and ends work on time.
• Performs other related duties as required or assigned.

Requires equivalency of high school graduation and two years responsible administrative work. The incumbent shall provide a reliable means of transportation for the performance of work responsibilities.

The employee is under general supervision from a supervisor or director and receives work assignments from multiple staff and direction in the form of verbal or written instructions. Work is typically performed according to established procedures. Employee uses judgment in applying procedures, setting priorities and work sequences. Work is reviewed by another step in the administrative process or by an immediate supervisor.

Customer Service - Delivers government services in a respectful, responsive, and solution-oriented manner.

Communication - Is always clear about what we're doing and why we're doing it.

Collaboration - Works with partners – communities, schools, faith groups, private business, and non-profit agencies – to see that services are not duplicated but rather are complimentary, aligned, and provided by the partners who can deliver the service most effectively.

Stewardship - Works proactively to make investments, guided by resident input, which will transform lives, communities, and government.

Empowerment - Works with…