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Office Specialist Human Services Coordinator
2 months ago
The Human Services Office Specialist provides administrative support to the Human Services Department within the Administration Division. This role is responsible for handling confidential information, being well-organized, and having the ability to think critically to complete assigned tasks.
Key Responsibilities- 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
- Associate's Degree with 2 years of experience providing administrative support
- Working knowledge of a variety of computer software systems, including Google Workspaces, 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 with individuals.
- Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
- Ability to analyze data and information using established criteria, in order to define consequences and to consider and select alternatives.
- Valid driver's license
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
- While performing the duties of this job, the employee is regularly required to sit, bend, use hands to finger, handle, or feel, talk and hear. Some reaching is required with hands and arms. The employee is occasionally required to stand, walk, stoop, kneel or crouch.
- Ability to operate a variety of office equipment including personal computer, telephone, copier, etc.
- Ability to lift up to 25 pounds
- Maneuvering and relocating two-wheeled carts, weighing up to 200 pounds, of material to be shredded.
- Ability to operate a motor vehicle.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
- Ability, in regard to environmental factors such as temperature variations, noise, disease, and/or dust, to work under moderately safe and comfortable conditions.
