Office Support Specialist - Social Services

Douglas; Alexandria (MN); Presencial; USD 42.000 - 43.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

Health insurance

Health Savings Account (HSA)

PERA pension plan

Cost-of-living adjustments (COLA)

Life Insurance

Descripción de la vacante

Douglas County Social Services is seeking an Office Support Specialist to manage front desk and reception duties, assist with data entry into state systems and an EDMS, and help with mail, supplies, and basic office tasks.

You will support agency staff and coordinates with Horizon Public Health, working standard hours 8:00 am–4:30 pm, 37.5 hours weekly, in a public office setting in Minnesota.

Formación

• High School diploma or equivalent.
• Computer and typing skills are required.
• Possess a valid Minnesota driver’s license.

Responsabilidades

• Handle front desk, phone, and walk-in receptionist duties.
• Enter data into state computer systems and the EDMS.
• Process and mail documents; assist with office equipment and supplies.

Conocimientos

Typing

Data entry

Office software

Educación

High School diploma or equivalent

Herramientas

EDMS

Descripción del empleo

JOB TITLE: Office Support Specialist

DEPARTMENT: Social Services Department

STATUS: Full-time, 37.5 hours per week. Generally, Monday through Friday, 8:00 am - 4:30 pm.

STARTING SALARY: $21.49 hourly; $41,905 annually based on the 2026 Pay Grid or $22.13 hourly; $43,153 annually in 2027 based on the 2027 Pay Grid.

*Receive anniversary step increases, plus annual cost-of-living adjustments (COLA) per the current Collective Bargaining Agreement.

*Future opportunities for growth and advancement!

We offer a no-cost/low-cost health insurance plan option, plus Douglas County contributes to a Health Savings Account and a PERA pension plan. (Employee deduction 6.5%; Employer Deduction 7.5%). Become vested in as little as 3 years of employment for lifetime benefits upon retirement! Receive anniversary salary step increases. In addition to annual cost-of-living adjustments (COLA) per the current Collective Bargaining Agreement. Douglas County is also a qualified Employer for the Public Sector Loan Forgiveness Program.

JOB OBJECTIVES:

The Office Support Specialist is responsible for the completion of the front desk, phone, and walk-in receptionist duties, data entry into various State computer systems, and scanning and indexing of client documentation into an Electronic Document Management System (EDMS). Maintain and troubleshoot office equipment; provide information for repairs as needed and other work as assigned while providing office support services to agency staff and reception/switchboard services to Douglas County Social Services and Horizon Public Health.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

The duties listed are intended only as illustrations of the various types of work that may be performed. The omission of those specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

• Asks questions in person and by phone to determine clients' needs and directs the clients to the appropriate staff member.
• Assists clients in the proper completion of program forms.
• Provides clients with information on other community resources.
• Responds orally and in writing to general inquiries based on knowledge of previous situations and knowledge of agency programs, policies, and procedures.
• Responds to requests for information or questions from other employees by personal contact, phone, or e-mail.
• Types and edits materials using knowledge of procedures to determine the correct format, and questions the author if something is missing or incorrect.
• Composes form letters or other routine correspondence.
• Types and/or prepares special reports using knowledge of specialized software programs.
• Assembles and sends application materials, attachments, and other forms based on knowledge of standard agency procedures.
• Codes, records, matches, posts, tallies, verifies, and/or corrects data in order to maintain accurate records and mailing lists.
• Maintains administrative or fiscal data and assists in preparing reports.
• Sorts and distributes incoming mail and collects and prepares outgoing mail.
• Process outgoing Douglas County mail (USPS and UPS).
• Accept payments and prepare receipts for payments made at the front desk.
• Maintains adequate inventory of office supplies and forms required for agency operation.
• Copy information for agency staff and send faxes as requested.
• Enters information into and retrieves information from databases.
• Assists in the training of new office support staff.
• Complies with all rules and policies in order to maintain a safe work environment.
• Reliable, predictable attendance and punctuality.
• Other duties, as assigned or apparent.

Access to Not-Public Data

In this job, you may come across private or confidential information about people we serve. This data is protected by law and should only be viewed or used when it’s truly needed for your work. You are expected to only look at private data when your job duties require it. Keep it secure and make sure others who don’t need to see it don’t have access, stop accessing the data once your task is done, and store or dispose of it properly, following the rules in Minnesota’s Data Practices Act (Chapter 13). If your job duties change and you need access to different private data, that access should also be limited to only what you need to do your job.

REQUIRED MINIMUM QUALIFICATIONS AT HIRE:

Education

High School diploma or equivalent.

Experience

The position requires computer and typing skills.

Licenses and Other Requirements:

Possess a valid Minnesota driver's license.

REQUIRED MINIMUM KNOWLEDGE, SKILLS, ABILITIES, & QUALITIES AT HIRE:

Knowledge of business English, spelling, grammar, and punctuation.

Knowledge of basic math.

Knowledge of general office practices and equipment.

Ability to operate a variety of office machines.

Ability to understand and apply oral and written instructions.

Ability to organize and prioritize one's own work.

Ability to use human relations skills to positively interact with and to work constructively with clients and other employees.

Ability to do sustained typing accurately at a satisfactory rate of speed (for some positions).

Ability to maintain the confidentiality of non-public information according to laws, rules, and policies.

Ability to organize information into written documents and reports.

PREFERRED / DESIRABLE QUALIFICATIONS

Education

See required minimum qualifications at hire.

Experience

See required minimum qualifications at hire.

PREFERRED / DESIRABLE KNOWLEDGE, SKILLS, ABILITIES, & QUALITIES:

• Knowledge of agency programs, procedures, and policies.
• Knowledge of special computer software (for some positions).
• Knowledge of record-keeping systems to maintain administrative and fiscal data and to prepare reports.
• Knowledge of legal or other technical terminology (for some positions).
• Knowledge of other community resources sufficient to be able to refer clients when needed.

WORK ENVIRONMENT

Public building. Office setting.

HOURS

Generally, Monday through Friday 8:00 am - 4:30 pm. 37.5 hours per week.

Physical Demands can involve, but are not limited to:

Amount Lifted: Up to 10 lbs.: Occasional: = Range: 49 min to 2 hrs., 39 min or 29 to 86 days; Amount Lifted 11 to 101+ lbs.: Not Present

Amount Pushed or Pulled: Up to 10 lbs.: Constant: = Range: 5 hrs., 18 min to 8 hours or 174+ days; Amount Pushed or Pulled 11 to 101+ lbs.: Not Present

Vision: Near Vision: Constant: = Range: 5 hrs., 18 min to 8 hours or 174+ days; Far Vision: Rare: = Range: 5 min to 48 min or 2.6 to 26 days; Depth: Rare: = Range: 5 min to 48 min or 2.6 to 26 days; Field of Vision: Constant: = Range: 5 hrs., 18 min to 8 hours or 174+ days; Color: Constant: = Range: 5 hrs., 18 min to 8 hours or 174+ days

Contact With Others: Works Alone: Frequent: = Range: 2 hrs., 40 min to 5 hrs., 17 min or 88 to 172 days Works with Others: Constant: = Range: 5 hrs., 18 min to 8 hours or 174+ days Works around Others: Constant: = Range: 5 hrs., 18 min to 8 hours or 174+ days Customer/Public Contact: Constant: = Range: 5 hrs., 18 min to 8 hours or 174+ days; Clients with Behavior Challenges: Frequent: = Range: 2 hrs., 40 min to 5 hrs., 17 min or 88 to 172 days

Communications: Talking: Constant: = Range: 5 hrs., 18 min to 8 hours or 174+ days; Hearing: Constant: = Range: 5 hrs., 18 min to 8 hours or 174+ days; Reading: Constant: = Range: 5 hrs., 18 min to 8 hours or 174+ days

Basic Body Positions: Sitting: Constant: = Range: 5 hrs., 18 min to 8 hours or 174+ days; Standing: Rare: = Range: 5 min to 48 min or 2.6 to 26 days; Walking/Moving About: Rare: = Range: 5 min to 48 min or 2.6 to 26 days; Climbing: Rare: = Range: 5 min to 48 min or 2.6 to 26 days; Balancing, Crouching, Kneeling or Crawling: Not Present

Motor Skills: Handling: Occasional: = Range: 49 min to 2 hrs., 39 min or 29 to 86 days; Grasping: Frequent: = Range: 2 hrs., 40 min to 5 hrs., 17 min or 88 to 172 days; Using Fingers: Constant: = Range: 5 hrs., 18 min to 8 hours or 174+ days; Reaching: Occasional: = Range: 49 min to 2 hrs., 39 min or 29 to 86 days; Feeling: Rare: = Range: 5 min to 48 min or 2.6 to 26 days; Driving: Not Present

Exposures To: Mechanical Equipment: Not Present; Electrical Equipment: Not Present; Pressurized Equipment: Not Present; Burning Material/Equip: Not Present; Explosive: Not Present; Radiant Energy: Not Present; Moving Equipment: Not Present; Moving Equipment: Not Present; Heights: Not Present; Fumes/Odors: Not Present; Dirt/Dust: Not Present; Gases: Not Present

See also Physical and Environmental Factors Form.

EXAMPLES OF EQUIPMENT USED

Personal computer, electronic fax, laptop, copy machine, phone system, mail machine, scanner, Microsoft Office Word/Excel/PowerPoint, Electronic Document Management System (EDMS), multiple state-run software programs as well as other necessary software as needed.

OTHER

All listed above are essential functions of the job.

We offer a no-cost/low-cost health insurance plan option, plus Douglas County contributes to a Health Savings Account and a PERA pension plan. (Employee deduction 6.5%; Employer Deduction 7.5%)

Life Insurance – as a County employee, you will be covered by $40,000 of life insurance at no expense. Supplemental coverage is available for you, your spouse, and your dependents.

Holidays

The official holidays for Douglas County are:

New Year’s Day, Martin Luther King Jr. Day, Presidents’ Day, Memorial Day, Juneteenth, Fourth of July, Labor Day, Veterans’ Day, Thanksgiving Day, Day after Thanksgiving (in place of Indigenous Peoples Day/Columbus Day), Christmas Eve, Christmas Day, Personal Floating Holiday.

Vacation

0-4 years: 10 working days.

5-9 years: 15 working days.

10-14 years: 20 working days.

15-19 years: 25 working days.

Over 20 years: 30 working days.

No employee shall retain an accumulation of vacation days in excess of 30 days as of the end of the pay period for the year.

Sick Leave/Earned Sick and Safe Time

An employee shall be credited with 1 day of sick leave for each month of service, up to 90 days. The first 48 hours (or up to 80 hours if any eligible time was carried over) will be counted as ESST.

Payroll Deductible Options

As an employee of Douglas County, you will have the opportunity to participate in programs through payroll deduction, such as deferred compensation, credit union, flex spending, long and short-term disability, dental, vision, accident, critical illness, and supplemental life insurance.

Union Social Service Staff are part of the AFSCME Union Employer Deduction.

Supervision Received: Supervised by Office Services Supervisor.

Supervision Exercised: None

Labor Group: Union-AFSCME

FLSA Status: Non-Exempt

Grade: 4

EEO Job Category: Administrative Support Workers

Work Comp Code: 8810

This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and the requirements of the job change.

Revised: Updated 10/2026.