Senior Program Associate - Front Desk

Dakota County; West Saint Paul (MN); On-site; USD 50,000 - 57,000; Full time

Job summary

Dakota County is seeking a full-time administrative support professional to assist with social services at the Northern Service Center. The role involves managing front desk operations, providing administrative support, and ensuring compliance with data privacy regulations. Candidates should possess strong keyboard skills and experience in diverse environments. This position requires daily in-office presence and offers a competitive salary range.

Qualifications

• Must type at least 45 WPM.
• 3 years of administrative experience or equivalent education.
• Experience with diverse populations preferred.

Responsibilities

• Answer phone calls and assist walk-in guests.
• Provide administrative support for multiple program areas.
• Handle confidential client information with integrity.

Skills

Keyboard Skills

Communication

Problem Solving

Cultural Competence

Education

Associates Degree in Business Administration

High School Diploma

Tools

Microsoft Office

Electronic Data Management Systems

Job description

POSTING TYPE: Open Competitive
DEPARTMENT: Social Services
HOURS: Full-time, 40 hours per week
PREFERRED HIRING RANGE: $50,194 - $56,468/year (105 Grade Level)
FULL SALARY RANGE: $50,194 - $78,428/year
LOCATION: Will be primarily located at the Northern Service Center in West St. Paul; coverage at and travel to the Western Service Center in Apple Valley may be required
UNION: AFSCME 306
CLOSE DATE: 4:30 p.m. on 5/28/2025

Come join us at Dakota County and "Be more". Dakota County employs over 2,000 skilled individuals whose talents and contributions makes Dakota County a premier place to live and work. The work County government does is unique. Dakota County offers important careers – the kind of careers that make a difference in people's lives.

Dakota County welcomes and is inclusive of diverse people, backgrounds, and perspectives. The County aims to reflect the community and clients it serves and fosters an equitable and respectful working environment where everyone is empowered to be their authentic selves.

This position supports the Social Services front desk/reception area primarily at our Northern Service Center and may be called on to provide coverage at our Western Service Center. This role will be the first point of contact for callers, walk-in guests, and will support a variety of social services programs. This position provides a wide range of highly skilled administrative functions and completes tasks under limited supervision.This position is required to be in-office daily.

Click here for information from our staff.• Associates Degree in business administration, human services or related field AND One (1) year of progressively responsible administrative experience in an office environment.
OR
• High School Diploma AND Three (3) years of administrative experience in an office environment
OR
• Current combination of education and experience to total3 years.

• Candidate must be proficient at keyboard skills including typing at least 45 WPM.

Preferred Qualifications:
•Experience with multi-line phone systems
•Experience with individuals with disabilities, mental illness, and/or substance use disorders
•Experience working with diverse populations and clients with limited English proficiency
•High level of skill with Microsoft Office applications
• Experience in electronic databases and records management systems

To be eligible for hire, an applicant must successfully complete a background check and meet the criminal history background criteria required to access certain networks/systems necessary to perform the essential functions of the position.These examples do not include all possible tasks in this work and do not limit the assignment of related tasks in any position of this classification. Regular attendance according to the position's management approved work schedule is required for all positions.

1. Assists with the answering of phone calls and supports the needs of walk-in guests. Direct calls to appropriate personnel or provide information to case managers and providers to resolve any concerns.
2. Provides administrative support for multiple program areas, which may include processing background checks, managing incoming faxes, or completing work orders.
3. Assists program staff with administrative activities related to social services intake and ongoing programs and services.
4. Performs purchasing of supplies, business reply postage, business cards, etc.
5. Serves as a resource regarding information maintained in state and county systems, as well as tracking or updating information in state and county systems.
6. Processes program information, verifies and enters information into appropriate data systems specific to program, assuring data integrity.
7. May be required to: schedule client appointments; organize, prepare, maintain forms, documents, and other program materials; maintain office equipment, call for maintenance.
8. Recommends and develops internal work methods and assists with establishing new procedures and processes to accommodate administrative and program activities.
9. Handles confidential client information with integrity and in compliance with legal regulations.
10. Conducts internal audit of case components, whether fiscal or administrative, to ensure required compliance with state and federal mandates.
11. Performs special projects in support of department programs.
12. Demonstrates a commitment to support cultural diversity County wide, actively supports the County's diversity initiatives, and works to address the needs of diverse and underserved communities.
13. Other duties as assigned.

ESSENTIAL FUNCTIONS 1-12• Knowledge of State, Federal and County guidelines for appropriate programs.
• Ability to deal effectively with multiple and sometimes conflicting demands while maintaining composure and professionalism.Demonstrates an understanding of and respect for the diversity of customers, co-workers, and supervisors, including individuals with a disability or whose first language may be other than English.
• Ability to work effectively with clients and staff from diverse cultural and ethnic backgrounds.
• Ability to recognize and comply with HIPAA and other data privacy regulations.
• Ability to audit and reconcile various financial records for accuracy related to program services.
• Knowledge of productivity application software (Microsoft Office, etc.).
• Understanding of mission and vision of department and program operational guidelines, business practices, staff needs, and client service outcomes.
• Considerable ability to conduct research, analyze, prioritize and coordinate work according to client and agency needs.
• Ability to utilize County electronic data management system to organize and manage confidential documents in a centralized method.
• Ability to problem solve while demonstrating good judgment.
• Ability to work independently and as a team member.

WORK ENVIRONMENT:
The work is performed in a County office building. Some of the work is sedentary and may have extensive use of computer. Incumbents may need to lift children and up to twenty pounds on an occasional basis. Travel may be required for some departments.

SELECTION PROCESS:
The examination/selection process for this classification will consist of a rating of your training and experience from the application materials submitted. The top scoring candidates will be forwarded to the hiring department for further consideration.

Dakota County welcomes and is inclusive of diverse people, backgrounds, and perspectives. The County aims to reflect the community and clients it serves, and fosters an equitable and respectful working environment where everyone is empowered to be their authentic selves.