Administrative Support Specialist - DHS - Mesa County Health Department : Job Details

Description

Mesa County Department of Human Services is a forward-thinking agency that has over 300 employees serving the needs of nearly 40,000 residents. From the Colorado National Monument to the thriving agricultural lands and city centers, Mesa County contains a diverse, natural landscape that provides many outdoor activities and adventures. As individuals and an organization, we value and respect humanity, honesty, balance, inclusion and teamwork. We provide a level of flexibility for staff to be able to accommodate their lives outside of the office environment. We value family and the relationships that make our lives rewarding.

Our Mission:

The Mission of the Mesa County Department of Human Services is to help individuals and families achieve safety, stabilization and opportunity for meaningful employment.

Our Values:

Mesa County Department of Human Services values represent our behavioral anchors for how we conduct ourselves. Simply stated, we value Humanity, Balance, Honesty, Inclusion and Teamwork

JOB SUMMARY:

Provides support to the Community Services Campus and DHS staff using discretion, confidentiality and professionalism. Provides frontline customer service to visitors, clients and staff. Provides complex administrative and clerical work, including but not limited to: scheduling clients in the Economic Assistance division Queue database, assisting the public by listening to inquiries and complaints, making suggestions, redirecting clients to community resources and completing special projects as assigned. Oversees the administrative operation of the Department. Protects client's personal identification and information. Uses independent judgment, initiative and discretion in performing clerical and administrative work of a complex nature with attention to detail, strong customer service skills, excellent teamwork and the ability to multi-task. High level of personal responsibility for EBT, Bus Pass. and Gas card inventory. Performs clerical support and reception responsibilities for the Human Services Department and its respective Divisions located at the Workforce Center, Child Welfare area and Economic Assistance lobbies. Rotates to provide coverage and assistance in all areas of the Department. Interacts with the public, in person and on the phone, to respond to inquiries, receive complaints and resolve problems.

Essential Duties

ESSENTIAL JOB FUNCTIONS:

(The following duty statements are illustrative of the essential functions of the job and do not include other non-essential or marginal duties that may be required. Mesa County reserves the right to modify or change the duties or essential functions of this job at any time. All responsibilities may not be performed by all incumbents.

Communicate and conduct daily administrative support in a professional, clear and detail-oriented manner.

Greets and directs incoming clients and visitors, furnishes applications and forms for their completion.

Maintains supplies, client packets, and community information for client and staff use. Answers and directs calls coming into the Department and CSB campus. Prepares incoming mail for internal distribution and outgoing correspondence.

Stays aware of potential safety issues in the lobbies and relays possible adverse issues to the Safety Manager or law enforcement as needed. Uses de-escalation techniques to deal with escalated clientele while providing courteous and professional customer service.

Issues EBT cards for cash and food benefits. Interacts with clients to ensure and verify accurate and updated confidential information. Enters information into the EBT Edge system in compliance with State and County rules and procedures. Is responsible for individual EBT card inventory ensuring all EBT cards are accounted for daily. Prepares daily letters and forms for EBT reconciliation.

Issues bus passes and gas cards (with cash value) in compliance with State and County rules and procedures. Responsible for maintaining individual inventory of cards and ensuring all cards are accounted for. Handles identification, confidential and/or sensitive information requiring use of discretion. Verifies client information in the State system when applicable and provides statistical information as requested by the State.

Obtains and maintains knowledge of all State and County programs. Maintains knowledge of state systems including but not limited to: EBT Edge, Colorado Benefit Management System (CMBS), is knowledgeable of CBMS forms and correspondence, and of all community resources to proficiently direct clients to appropriate staff and/or agencies to help clients receive the benefits they qualify for and to enhance their living conditions.

Receives payments from clients and issues receipts. Researches and applies payments to correct case. Handles cash, check and credit card payments ensuring confidentiality of sensitive information. Performs accurate reconciliation of daily receipts and forwards to Accounting.

Processes incoming mail, client paperwork and internal routing and distributes throughout the Department. Inputs client information and informs caseworkers of appointment arrivals. Prepares outgoing mail for USPS, Federal Express, Certified and UPS, etc. Routes all State and County mail Routes voter registrations to Clerk and Recorder's office. Electronically sends registration totals to the State each month.

Pulls files for auditors and burns documents to CD. Coordinates purging of files in accordance to state regulations. Maintains confidentiality and security of files and all client information.

Orders and stocks inventory of supplies for the Department. Distributes supplies as requested by employees. Recycles forms as they become obsolete. Stocks lobby with pamphlets and brochures. Receives and distributes all purchases for the Department.

Proactively researches and presents more efficient practice ideas to supervisor and team to streamline daily responsibilities.

Performs general typing projects, mail merges, creates and maintains document templates for the Department. Creates professional quality documents. Produces multiple copy projects for employees and distributes - including collating, binding and mailing. Also performs various duties such as laminating, use of folding machine and maintains copy machines with toner or minor general maintenance.

Provides administrative support to other teams as requested by supervisor, and other duties as assigned. Covers Community Services Building upstairs and downstairs reception windows and the Workforce Center Reception area as needed. Establishes and maintains liaison with all County Departments for the purpose of serving our clients. May perform other general clerical functions in support of division and agency needs.

If bilingual, translates forms to Spanish for client use. Interprets for Spanish only speaking clients during Eligibility interviews as needed.

Oral and written communications must be clear and effective.

Performs other related duties as assigned.

Minimum Requirements

MINIMUM REQUIREMENTS:

Education and Experience:

High school diploma or equivalent and two (2) years of extensive public contact and clerical experience appropriate to the assignment.

Any combination of education, training and experience which provides the knowledge, skills and abilities required for the job.

Supplemental Information

SUPPLEMENTAL INFORMATION:

PHYSICAL REQUIREMENTS AND WORKING ENVIRONMENT:

This position requires standing, stooping, sitting, bending, twisting, and lifting up to 25 pounds.

Work is generally confined to a standard office environment.

In compliance with the Equal Pay for Equal Work Act the following items can be used as a determining factor in the starting and ongoing wage of an employee working in this position:

* A seniority system that rewards employees based on length of employment.

* A merit system that rewards employees for exceptional job performance.

* Education, training, or experience to the extent that they are reasonably related to the work in question.

* Another factor related to job performance or business operations, such as paying a shift differential to workers on less popular shifts.

This position is eligible for the following Mesa County benefits;

* Medical

* Dental

* Vision

* Retirement

* Paid Sick and Vacation Leave

* Life insurance

* Long term disability