Administrative Specialist - Health and Human Services

The eligible register developed from this posting may be used to fill future FT and PT vacancies within this classification

• 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 client files and maintains client data in databases; scans and electronically files documents.    
• Develops, revises, and maintains supply of forms, brochures, manuals, procedures, and other 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.   such as supporting system implementations.    
• 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.

• 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 individuals and families to affirm strengths, develop skills, restore hope, and promote self-reliance.
• Resiliency - Fosters public preparedness and responds when families and communities face health and safety emergencies.
• Innovation - Takes informed risks to deliver services more effectively and learns from successes and failures.
• Knowledge – Knowledge of policies, practices, and services of the organization.
• Knowledge of proper English spelling, punctuation, and grammar.
• Knowledge of Microsoft Office and other software programs, county and state systems, related applications, and troubleshooting techniques.
• Knowledge and understanding of and respect for the diversity of customers, coworkers, and supervisors, including individuals with a disability or whose first language may be other than English.
• Abilities – Ability to apply basic research and personal computer skills in the preparation of reports; and the ability to review and correct written and numerical reports, accounts, forms, and other documents.
• Ability to work independently and make routine decisions.
• Ability to multi-task work in a fast paced, high traffic area.
• Ability to type accurately and compose correspondence; ability to understand and follow complex oral and written instructions.
• Ability to use appropriate discretion in dealing with matters of a confidential nature.
• Ability to operate office equipment related to the job.
• Ability to train others in use of systems and software.
• Ability to work independently and make decisions concerning procedures to follow and recommend process improvements.
• Ability to maintain moderately complex administrative records and prepare reports from such records.
• Ability to make moderately complex mathematical computations rapidly and accurately.
• Ability to understand and follow moderately complex oral and written instructions; ability to work without close supervision.
• Ability to work tactfully with the general public and as a team member with all levels of management administration and staff.

Selection for this position will be based on a minimum qualifications screening and rating of training and experience. Top candidates will be forwarded to hiring manager or supervisor for consideration for interview and/or additional assessments. Final selection will include a background check and approval by the County Board.

A comprehensive benefits package is provided for all employees who work 20 hours per week or more. For detailed benefit information visit the Scott County Benefit Hub using this LINK