DHS - Office Support III

Under minimal supervision performs detailed office support and customer service within assigned department or division

Supervisor: JoAnn Tillman

Unit: DHS Front Desk

This vacancy announcement may be used to fill multiple positions.

This vacancy announcement will close at midnight on Sunday, October 25, 2026 or once 40 applications have been received, whichever occurs first.

• Performs customer service and reception duties for the department or division; provides information; directs callers and visitors to the appropriate department or person; takes messages.
• Sets up and maintains office filing systems, files and records using unique identifiers and cross-referencing to avoid duplication; assembles information upon request; develops and maintains related forms and documents.
• Receives, sorts, distributes, and processes incoming or outgoing mail.
• Prepares information including binding, stapling, and copying; distributes packets to appropriate persons including mass mailings.
• Types a variety of standardized, routine documents and letters including but not limited to interoffice memos and administrative forms.
• Processes and monitors purchase orders, personnel requisitions, and maintenance requests.
• Orders, maintains, and distributes office supplies and/or equipment.
• Coordinates, schedules, and makes arrangements for training, meetings, events, tests, and/or similar activities.
• Scans and enters various information into databases.
• Distributes new and replacement Electronic Benefits Transfer (EBT) Quest Cards.
• Prepares various legal documents and letters including notices, subpoenas, and investigative reports, maintains court docket and communicates, delivers, and retrieves information to and from court.
• Executes large volumes of copying/scanning of files; ensures original documents are properly aligned and are within the guidelines of quality control.
• Proofreads, documents succeeding the imaging/scanning process and purges case records no longer needed in accordance with state rules, policies, and regulations; performs Quality Assurance for all paper and electronic files by ensuring data is accurate; assigns, enters, and issues unique record identifier and program assistance information into data repository (electronic/paper-based); validates application information is correctly obtained; corrects information errors in data repository.
• Folds, stuffs, and seals outgoing mail in accordance with United States Postal Service rules and regulations; receives, opens, sorts, and delivers incoming mail to various units/personnel within the department; prepares and receives packages from USPS and Federal Express, and signs for all incoming parcels.
• Responds to DHS Units:
  Protective Services, Adoption, Long-Term Care (LTC), and Child Support (IVD) regarding services requested.
• Accesses applications in Trails (Child Welfare tracking system) and utilizes common navigation features used to manage work in Trails; works with Child Welfare referrals and assessments for ongoing and/or short-term services; uses reports and seeks Trails helpdesk assistance when necessary; records, saves information, and closes cases in Trails when required.
• Executes large volumes of copying/scanning of files and ensures original documents are properly aligned and are within the guidelines of quality control; works with department Technicians in verifying that all data entries are entered correctly and communicates when information needs to be corrected; initiates IT help desk ticket to help troubleshoot system issues, errors, and/or data entry problems.
• Maintains and updates face sheets and creates and delivers labels to caseworkers; uses and maintains spreadsheets to contain caseworker requests and customer data.
• Assists with coverage of the…