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Human Services- Office Assistant

3 months ago

Pagosa Springs, United States Archuleta County Full time
Job DescriptionJob Description

Archuleta County Department of Human Services is looking for a Full Time office assistant to perform a variety of office-related tasks. This position earns a competitive wage of $17.96-$25.17/per hour, depending on experience and qualifications.

JOB SUMMARY:

Performs a variety of clerical functions in support of department or division staff, including:

Customer service and reception duties, answering the telephone, scheduling appointments, creating and maintaining files, composing and sending correspondence and transcribing notes.


ESSENTIAL FUNCTIONS:

  • Provides clerical support to the department head, supervisors, and/or staff.
  • Interviews, screens, greets visitors and the general public
  • Answers, screens and/or routes incoming telephone calls
  • Provides customer service and support
  • Schedules appointments
  • Responds to inquiries and directs individuals to the appropriate area or assists them with information on departmental services and functions.
  • Performs general clerical support for the department to include preparing and typing a variety of forms, letters, and documents, proofreading, data entry and retrieval, and faxing, copying, and processing in/outgoing mail.
  • Retrieves, opens, stamps, sorts, and distributes incoming mail; prepares and processes outgoing mail, mass mailings, etc.; determines appropriate routing for correspondence; receives and distributes faxes and email; and checks voice mail.
  • Prepares and processes various documents, applications, reports, fees, and other materials in support of department operations. Verifies accuracy of data, and routes documents to appropriate parties. Issues benefit documents/materials.
  • Assists with EBT issuance procedures, logging and tracking of transactions.
  • Assists with non-emergent medical transportation (NEMT) program by receiving NEMT request forms, validating appointments and approving and reconciling payments.
  • Creates, updates, and maintains files and records pursuant to department and County policies and procedures.
  • Creates and maintains filing systems; cross-indexes and files documents and correspondence.
  • Sorts, scans and files documents and records utilizing alphabetical, index, numerical and cross-reference filing and record keeping systems.
  • Assists with scheduling meeting rooms, and maintaining and ordering office and other department supplies and forms.
  • May assist with tracking department purchases and expenditures, which may include grant or other funds.
  • Reconciles and processes department purchase orders and invoices, balances daily cash receipts, and verifies and enters account data.
  • Compiles and reviews employee timesheets and payroll information.
  • Serves as a recording secretary for boards and meetings to include preparing and distributing agendas, packets, and related materials, taking, transcribing, and distributing meeting minutes, and making meeting arrangements.
  • Assists with department and program communications, coordinating programs and events, and providing information to employees and customers.
  • Creates and/or updates informational materials such as policies and manuals, calendars, brochures, flyers, and/or newsletters and distributes as needed. Maintains mailing lists.

OTHER DUTIES

  • Coordinates application processes, including: reviewing and processing applications; entering information into computer system; issuing benefit information; receiving and receipting fees; and assisting customers with questions.
  • Photocopies reports, memos, and other various documents for requesting parties; develops various forms.
  • Disseminates a variety of information and/or reports to various agencies, division, or departments via telephone, mail, email or FAX.
  • Performs other duties as assigned and required.

MINIMUM QUALIFICATIONS

  • Education - Equivalent to the completion of the twelfth grade supplemented by additional secretarial or office administration coursework.

  • Experience: - A minimum of three years of experience in a directly related field or in the performance of similar duties and responsibilities.

  • Licenses and Certifications - Possession of, or ability to obtain, a valid Colorado Driver's License

Knowledge of:

  • Routine software and business applications, including but not limited to, word processing, spreadsheets, presentation software, and databases.
  • Operation of standard office equipment including telephones, fax machines, copiers, and computers.
  • Basic bookkeeping practices and methods including accounts payable, accounts receivable, payroll, and reconciliation.
  • Record keeping and reporting procedures.
  • Modern office practices and procedures.
  • Department and County rules, regulations, policies, procedures, and standard operation procedures.
  • Principles, practices, and objectives as related to the functions and services provided by the assigned department or program.

Ability To:

  • Establish and maintain effective working relationships with other County employees, representatives of other agencies and organizations, and members of the community.
  • Provide professional customer service to clients and public.
  • Communicate clearly and concisely, both verbally and in writing.
  • Perform duties independently without close supervision.
  • Accomplish the assigned workload in a timely manner and meet established performance standards and objectives.
  • Perform data entry, typing, and computer work at sufficient level of skill to accurately complete a relatively heavy workload in a timely manner.

PHYSICAL DEMANDS:

The physical demands described herein are representative of those that must be met by an employee to successful perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


  • Primary functions require sufficient physical ability and mobility to work in an office and setting to stand or sit for prolonged periods of time, to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight
  • To operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard
  • To travel to other locations using various modes of private and commercial transportation
  • To verbally communicate to exchange information.
  • Requires the ability to sit and perform administrative and computer work for significant periods of time.
  • Ability to read and understand deeds, legal documents, maps, blueprints, and materials as required for the performance of the job.
  • Requires manual dexterity to operate computers, standard office equipment, plotters, scanners, cameras, data collection tools and equipment, and 4wd vehicles.
  • Requires sufficient hearing and speech ability to communicate verbally in response to inquiries, complaints, and to speak to individuals or groups in an informational or instructional situation.

While performing the essential functions of this job the employee is occasionally required to lift and/or move up to 50 pounds. Working time may require irregular hours and/or on-call status.



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