Office Specialist - Community Services Department Job at Washington County, MN
The Community Services Office Specialist performs work of a specialized nature on the Child Support team with minimal supervision, involving the application of specialized knowledge of procedures, records, and regulations in a County office. This position includes (but is not limited to) the following: Service of Process; eFiling; addressing mail from internal and external customers and stakeholders; data entry in the state child support system, PRISM; and working in multiple stakeholders’ computer systems. This position is located in the Stillwater Government Center.
MINIMUM QUALIFICATIONS: High school diploma or equivalent and three (3) years of office experience, one year of which must be related to the functional area, or equivalent. Completion of related office or business certificate program may be substituted for one year of required office experience.
DESIRABLE EXPERIENCE:
Addressing Service of Process- eFiling in the State Court Administration computer system, Tyler Host
- Addressing a high volume of mail, faxes, scanning and disseminating court documents
- Creating and updating Share Point pages
- Microsoft Suite programs – especially Excel
- Data Entry
HOURS / DAYS: 8:00am-4:30pm Monday- Friday, Work schedules (hours and days) are subject to change based on department needs.
ANTICIPATED HIRING RATE: $20.98 - $24.78/hr
This position performs work of a specialized nature with minimal supervision involving the application of specialized knowledge of procedures, records, and regulations in a County office. Work involves responsibility for the performance of processes which require judgment based on knowledge gained through experience. Positions allocated in this classification involve specific responsibilities of a technical/clerical function unique to the area of assignment. Persons in this classification are generally expected to support a specific functional area that includes several professional staff and act on their behalf in their absence, and/or are solely responsible for a full-time technical assignment.
CORE COMPETENCIES, JOB SPECIFIC KNOWLEDGE, SKILLS AND ABILITIES REQUIRED FOR SUCCESSFUL JOB PERFORMANCE
Core Competencies outline essential business and professional traits necessary to perform this job.
- Promotes a diverse, culturally competent, and respectful workplace;
- Demonstrates knowledge of English usage, grammar, and spelling; basic arithmetic; business mathematics;
- Demonstrates knowledge of specialized policies, regulations, statutes, procedures, and practices pertaining to the area of specialization; and the legal and technical forms and terminology of the area of assignment;
- Demonstrates the ability to keep emotions under control when responding to individuals who are emotionally charged;
- Demonstrates ability to develop systems to organize detailed work with multiple deadlines;
- Demonstrates ability to adapt quickly to frequent changes, delays or unexpected events.
- Demonstrates ability to keyboard at a speed of 55 wpm, with accuracy; perform complex computations accurately and rapidly; report to work on a regular and timely basis.
- Performs duties of a specialized nature according to policy, procedure and regulations and is able to explain such to employees, the public and various agencies pertinent to the area of assignment;
- Creates and or prepares letters, memos, forms, notices, bulletins, agendas, minutes, certificates or other correspondence unique to the office from established procedure;
- Compiles, calculates, prepares reports and billings pertaining to the office of assignment; may balance cash accounts;
- Prepares and submits reports related to area of assignment as required by State or local agencies;
- Updates and maintains department files and information; coordinates the technical aspects of records in area of assignment; ensures accuracy of records;
- Researches, recommends and devises working procedures for area of assignment;
- Relieves the department head/supervisor of various administrative duties as delegated;
- Serves as primary contact for customers and staff related to area of assignment:
- Coordinates and schedules work with staff and the public;
- Answers questions from the public regarding area of assignment; interprets programs, policies, statutes and regulations;
- Responds and acts as a resource person to other employees on issues, concerns or complex transactions and procedures relevant to area of assignment; may provide direction and mentoring to other clerical staff performing work in this area;
- Maintains high level of expertise in assigned database systems. Key resource for routine and special report requests;
WORK ENVIRONMENT
Work is sedentary in nature and involves sitting most of the time. Lifting requirement of 15-20 pounds on an occasional basis. Frequent wrist and finger manipulation due to high concentration of filing, compiling, calculating, or computer work. Equipment used may include, but is not limited to, computer, calculator, telephone, camera, and copier/scanner/fax machine.
It may be necessary to climb a ladder infrequently to retrieve documents. There is some pressure associated with project or activity deadlines and details. Document preparation and writing at times requires extended use of a keyboard. Work may be interrupted frequently throughout the day.
Work is performed within the Government Center or satellite offices and is subject to intermittent verbal contacts with disgruntled or emotionally charged individuals. This position can require substantial public contact. There may be intermittent driving to other County locations.
Additional physical/mental requirements that occur may not be listed above, but are inherent in performing the position's essential functions.
This job description is intended to describe the kinds of tasks and level of work difficulty being performed by people assigned to this classification. The list of responsibilities is not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. The County retains the discretion to add or change the contents of this job description at any time.
Washington County offers a comprehensive benefit package (Download PDF reader) including paid time off, holidays, medical, dental, vision, life and long-term disability insurance.
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