Administrative Specialist - Health and Human Services

Scott County, MN; Shakopee (MN); On-site; USD 32,000 - 37,000; Full time

Benefits offered by this job

Comprehensive benefits (20+ hrs/wk)

Job summary

Scott County, MN is seeking an administrative support professional to perform a mix of receptionist and clerical duties in a fast-paced office setting. The role requires handling routine inquiries, routing calls, and guiding visitors while maintaining accurate records and client data.

Responsibilities include data entry, document processing, preparing materials for programs, and assisting with onboarding and meetings.

Qualifications

• Requires equivalency of high school graduation and two years responsible administrative work.
• Must provide reliable transportation for the performance of work responsibilities.

Responsibilities

• Answer incoming calls and route to proper party; provide information.
• Greet visitors, assist with directions and referrals, and notify staff of appointments.
• Process documents and review for completion; gather missing information.
• Enter data and maintain client files in databases; file electronically.
• Prepare forms, brochures, manuals, and procedures; assist with program materials.
• Support special projects and system implementations; assist with reports and documentation.

Skills

Customer Service

Communication

Collaboration

Attention to detail

Multi-tasking

Typing

Education

High school diploma or equivalent

Tools

MS Office

Job description

Hiring Range:
$23.05-$27.11

Full Pay Range:
$21.69 - $32.53

Job Summary

Performs responsible and varied technical and administrative work to support staff and programs requiring the exercise of independent judgement. Provides general or routine information to staff, clients, leadership, general public, and local, state, and federal agencies.

Essential Duties

• - 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.

Minimum Qualifications

Requires equivalency of high school graduation and two years responsible administrative work. The incumbent shall provide a reliable means of transportation for the performance of work responsibilities.

Supervisory Controls

The employee is under general supervision from a supervisor or director and receives work assignments from multiple staff and direction in the form of verbal or written instructions. Work is typically performed according to established procedures. Employee uses judgment in applying procedures, setting priorities and work sequences. Work is reviewed by another step in the administrative process or by an immediate supervisor.

Core Competencies and Abilities

• - 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.

Work Environment and Physical Demands

Typical characteristics of the regular, ongoing work environment of this position requires inside work, typically in an office setting.

Physical activities include sedentary to light work: Reaching, sitting, standing, walking, pushing, lifting, pulling, fingering, grasping, feeling, stooping, talking, hearing, seeing, and repetitive motions. Lifts and/or navigates up to 35 pounds on a routine basis in handling files and equipment necessary for performing the essential duties of the job.

Selection Process

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.

Work Location

Shakopee, MN

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