Administrative Assistant – Economic Mobility - 165707, 165523, 162192

Adams County; Westminster (CO); On-site; USD 42,000 - 54,000; Full time

Job summary

Adams County's Human Services Center in Westminster is seeking an administrative support specialist to provide reception and clerical assistance for Human Services programs, on-site at Westminster and community events.

The role handles logs, records, EBT card processing, applicant intake, scheduling interviews, and referrals to partners, with bilingual Spanish/English candidates preferred to better serve the public.

Qualifications

• Two years of full-time office/clerical experience.
• Bilingual candidates in Spanish and English are preferred.
• Ability to work in a standard office environment.

Responsibilities

• Greet the public and provide information and forms to County staff, the general public, and vendors.
• Issue Colorado EBT Cards for public assistance programs and train clients on card usage.
• Maintain logs, records, and data entry with accuracy; verify information and research discrepancies.
• Transfer electronic documents between systems and workflow management software.
• Schedule and conduct interview appointments and assist clients with applications.

Skills

Office clerical

Customer service

Data entry

Education

High School Diploma or GED

Tools

CO PEAK

Workflow systems

Job description

Provides administrative support, reception functions, and delivers excellence in the customer experience for Human Services programs at the Human Services Center in Westminster and at community events throughout Adams County. This position requires team members to be on-site to support clients.

• Performs a wide variety of complex clerical work including the maintenance of accurate and detailed logs, records, verifying accuracy of information, researching discrepancies, and recording information.
• Greets the public; provides information and forms to County staff, the general public, and vendors; assists in the completion, collection, and processing of forms and information received; and provides information on departmental and County programs, policies, and procedures.
• Issues Colorado EBT Cards for various public assistance programs, provides client training on card usage, resolves EBT problems for clients, and maintains inventory and reconciliation of cards. Maintains the EBT program’s integrity with accurate and precise data entry and rules and regulations.
• Transfers electronic documents from various systems and workflow management software.
• Reviews applications, redeterminations, and verifications from clients for completeness and determining next steps.
• Schedule/reschedule interview appointments for phone or face-to-face interviews in accordance with program regulations and current procedures.
• Assists clients with application completion when needed.
• Assists customers in utilizing CO PEAK.
• Maintains accurate and detailed logs and case comments in various systems when cases are reviewed and acted on.
• Makes appropriate referrals to other resources including other departments, systems, and Community Partners.
• Understands general rules and regulations, client rights and responsibilities, available benefit dates, and the reason for approval or denial of public assistance benefits.
• Clearly and correctly explains relevant program eligibility requirements to clients.
• Maintains return mail from Data Operations for customer pick-up. Purges unclaimed mail at set intervals.
• Processes incoming and outgoing mail, fax correspondence, phone calls, and voice mails as requested.
• Manages and resolves customer complaints/issues and/or escalates to the appropriate department when the concern requires it.
• Completes Application Initiation (AI) of public assistance benefits.
• Reviews and completes various tasks from several internal email boxes.
• Assists various departments with administrative duties as needed (such as the Community Partners Suite).
• Performs general coverage assistance, as needed, for various Human Services departments.
• Participates in regular meetings with supervisor related to performance, county norms and values, and SMART goals.
• Participates in monthly unit meetings, other internal group meetings, and State and/or Federal partner meetings, as requested.
• Provides reports, statistics, and information to the supervisor, as requested, to assess achievements, areas of concern, and priorities.
• Attends mandatory and developmental training classes as identified with the supervisor.
• Maintains supply of forms and office supplies for team member and customer areas.

• Assigns and tracks all hearings and Dispute Resolution Conferences; sends reminders and obtains status updates
• Assists customers in making payments
• Performs other related duties and responsibilities as assigned.

Experience:

Two years of full-time office/clerical experience. Bilingual candidates in Spanish and English are preferred.

Education and Training:

High School Diploma or GED.

Essential duties require the following physical abilities and work environment:

Ability to work in a standard office environment.

Ability to obtain, maintain, and ensure continued access to State and County systems in strict compliance with all applicable county and state regulations, policies, and user agreements.