Office Specialist Human Services

The Human Services Office Specialist provides administrative support to the Human Services Department within the Administration Division. The Office Specialist will be responsible for handling confidential information and must be well organized, a self-starter, and have the ability to think critically to complete assigned tasks.

The Office Specialist is responsible for new employee documentation and orientation, facilitating purchase of service contracts, managing the department's benevolence fund, identifying department training needs, facilitating meetings and trainings, and participating in committees, coalitions, and trainings on behalf of Human Services. Clerical duties, include but are not limited to, preparing meeting agendas and minutes, scheduling meetings, facilitating social media presence, creating documents and reports, tracking and handling records, and providing support and backup coverage to the building receptionist and office clerk.

The following duties are normal for this position. These are not to be construed as exclusive or inclusive. Other duties may be required as assigned.

• Draft Human Services Board agendas and meeting packets, attend meetings, and prepare minutes
• Draft internal meeting agendas, attend meetings as requested, and prepare minutes
• Schedule meetings, trainings, and events
• Facilitate department's social media presence
• Orientate new Human Services employees to the agency
• Provide new employee/vendor Electronic Healthcare Record (EHR) training in conjunction with IT
• Ensure county and department required employee documentation and records are complete
• Track, monitor, and fill agency records requests
• Tabulate agency data and reports, and present findings
• Draft annual purchase of service contracts, monitor the execution of contracts, and track required documentation and compliance
• Review contracted provider audits for compliance with allowable costs utilizing a pre-defined checklist
• Provide information to audit agencies regarding vendor payments and funding sources upon request
• Organize, update, and distribute department policies and procedures
• Provide backup coverage for Government Services Building Receptionist, to include breaks, unplanned absences, and planned absences
• Scan, copy, and file agency records
• Manage department benevolence fund including building soda machines
• Identify agency training needs and facilitate agency offered trainings
• Participate in committees, coalitions, and trainings on behalf of Human Services as assigned
• Liaison with vendors and other departments as assigned
• Ensure copy/supply rooms are organized and stocked
• Provide backup coverage for mail run as needed
• Other duties as assigned by the Human Services Director and Human Services Fiscal Manager

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

• Associate's Degree with 2 years of experience providing administrative support
• Working knowledge of a variety of computer software systems, including Google Work spaces, Microsoft Office, and Electronic Healthcare Record Systems
• Working knowledge of office equipment including copiers, printers, scanners, multi-line phone systems, laminators, and postage meters

• Required to consistently communicate effectively and professionally with Green County citizens, clientele, families/guardians, law enforcement, medical staff, school officials, legal partners, employees, and government officials, both orally and in writing.
• Ability to create and maintain easy to understand reports, charts, training materials, policies, and operating procedures.

• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
• Ability to compare, count, differentiate, measure and/or sort data and information.
• Ability to classify, compute, tabulate, and categorize data.

• Ability to apply common sense, professional aptitude to problems and situations when dealings…