Office Specialist Human Services

Green County; Monroe (WI); On-site; USD 42,000 - 62,000; Full time

Job summary

Green County Human Services is seeking an Office Specialist to provide administrative support within the Administration Division. The role handles confidential information, requires organization, and the ability to think critically to complete tasks.

Responsibilities include onboarding new employees, facilitating purchases, managing the benevolence fund, coordinating trainings, and supporting committees and meetings on behalf of Human Services.

Qualifications

• Associate's Degree with 2 years of administrative support experience.
• Proficient in Google Workspaces, Microsoft Office, and Electronic Healthcare Record (EHR) systems.

Responsibilities

• Draft meetings and packets; attend and prepare minutes.
• Schedule meetings, trainings, and events.
• Facilitate department's social media presence.
• Onboard new employees and provide EHR training with IT.
• Maintain and file records; monitor and fulfill records requests.
• Support benevolence fund management and department purchasing.

Job description

The Human Services Office Specialist provides administrative support to the Human Services Department within the Administration Division. The Office Specialist will be responsible for handling confidential information and must be well organized, a self-starter, and have the ability to think critically to complete assigned tasks.

The Office Specialist is responsible for new employee documentation and orientation, facilitating purchase of service contracts, managing the department's benevolence fund, identifying department training needs, facilitating meetings and trainings, and participating in committees, coalitions, and trainings on behalf of Human Services. Clerical duties, include but are not limited to, preparing meeting agendas and minutes, scheduling meetings, facilitating social media presence, creating documents and reports, tracking and handling records, and providing support and backup coverage to the building receptionist and office clerk.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The following duties are normal for this position. These are not to be construed as exclusive or inclusive. Other duties may be required as assigned.

• 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
• Other duties as assigned by the Human Services Director and Human Services Fiscal Manager

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

EDUCATION and/or EXPERIENCE

• 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

LANGUAGE SKILLS

• 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.

MATHEMATICAL SKILLS

• 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.

REASONING ABILITY

• 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.

CERTIFICATES, LICENSES, REGISTRATIONS

• Valid driver's license

PHYSICAL DEMANDS

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.

WORK ENVIRONMENT

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.

Green County is an equal opportunity employer, in compliance with the Americans with Disabilities Act. The County will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.