Office Support Specialist - Mille Lacs County, MN : Job Details
Office Support Specialist
Mille Lacs County, MNJob Location : Milaca,MN, USA
Posted on :
2024-12-07T08:13:30Z
Job Description :
Salary: $18.89 - $25.22 HourlyLocation : Milaca, MNJob Type: Full-timeJob Number: 00766Department: Community and Veterans Services OfficeDivision: Support ServicesOpening Date: 11/22/2024Closing Date: 12/3/2024 4:30 PM CentralDescriptionThe Office Support Specialist provides confidential secretarial and administrative support to agency staff; provide information and assistance as it relates to the agency's programs, activities/services, rules, and regulations.This position operates under the AFSCME-CVS bargaining unit. Complete 2024 pay scale is $18.89/hour-$25.22/hour; starting rate of pay for this position is $18.89/hour. For a complete position description, click Standard work schedule is Monday - Friday, 8 - 4:30. Remote work is not an option in this position.Essential FunctionsThis job description indicates the normal type and level of work expected of the incumbent. Incumbent may be asked to perform other duties as apparent or assigned.1. Serves as first point of contact for agency. Answer the telephone and direct calls to appropriate person; greet visitors to the office; assist customers with questions; provide information and assistance regarding agency programs and activities; and resolve routine complaints. Take precautions and actions to de-escalate upset or hostile clientele or visitors.2. Monitor and escort visitors using the common areas of the building. Serve as security liaison for WIC eligibility software.3. Assist program applicants with completion of applications for services. Process forms, applications, and other documents by reviewing for completeness and verifying information. Determine income or other eligibility for Community Health Programs. Schedule appointment times and notify applicants of information required for their appointment. Gather and enter vital statistic and client information as required. Refer clients or staff to appropriate departmental personnel, or to local or state agencies.4. Respond to inquiries and provide information to outside agencies. Process valid public assistance verification requests by documenting benefits received.5. Operate various computer systems to enter, access, and maintain client information. Responsible for accurate entry and retrieval of client data from designated county, state, and federal software programs for agency. 6. Assist with ongoing file and claim maintenance for agency services, including filing/scanning and recording active client records, documents, and data into various state and federal software programs. Remain current with county, state, and federal rules and regulations necessary to perform duties.7. Perform a variety of general office and clerical duties, including, but not limited to: processing incoming and outgoing mail; preparing document packets; preparing and distributing forms and correspondence; filing; making copies; generating reports; collecting fees and donations, and recording receipts; assisting accounting staff as requested.8. Create WIC vouchers for payment; maintain petty cash. Batch scan all incoming monies and receipts, securing into bank bag and locking bag in the agency's safe in absence of supervisor, or as directed.9. Sell water test kits; keep record of sales, make follow up phone calls, and provide corrective measures on failed water test results.10. Open new paper/electronic files; code and close files according to retention policy and procedures. Responsible for incoming and outgoing transfer of client files. Create and maintain accurate tracking systems. Accurately assign client case to eligibility worker by determining active programs/housing/family situations/disability status, etc. Responsible for daily electronic message exchange through the State, as well as retrieving applications for benefits that have been submitted online, and assigning them to a case worker. 11. Assist in gathering data; prepare various reports and other documents; and present reports. Assist in processing agency claims.12. Maintain inventory of office supplies, forms, and various other department materials. Maintain general office equipment; order supplies or materials at supervisor's request.13. Set up and take minutes for various meetings, including ITV meetings, as requested; set up and monitor video conferences. Prepare agenda items as directed. Type official meeting minutes and distribute to agency board and committee members. Create and place legal notices in local papers, assuring deadlines are met. Responsible for providing notification of attendance to State department for meeting attendees to receive continuing education credits.14. Schedule WIC and immunization clinics, and VSO client appointments as requested, including outreach clinics; provide follow up calls and letters; and inform clients of required documents and forms necessary for appointments. Assist staff with scheduling of county vehicles and interview rooms.15. Transcribe social service investigative reports, recordings, and correspondence.16. Obtain/maintain Notary Commission and provide notarial services to clients/staff as needed, following requirements and rules of the Office of Minnesota Secretary of State.17. Performs other job-related duties as assigned. Minimum QualificationsHigh school diploma or equivalent, and a minimum of three years of public relations and customer service experience. Experience with transcription, and medical or legal terminology preferred. Valid MN driver's license required. Must successfully complete a criminal history background check. Selection Process Candidates will be selected based on a review of training and experience. Qualified candidates may be required to participate in an online skills assessment. Top candidates will be invited to participate in oral interviews.Permanent part-time employees are eligible to earn pro-rated holiday, vacation and sick time benefits. The following is intended to be a general overview of benefits provided for full-time positions. Insurance benefits become effective the first day of the month following the month of hire. Further details and a complete copy of the applicable contract/policy language are available at the time an employment offer is extended. If you have any questions about the benefits, please contact the Administrative Services Office at Public Employees Retirement Association (PERA) Benefits ProvidedEmployees fall under the General, Police & Fire, or Correctional defined benefit plan depending on their position. PERA rates and handbooks available on-line: Contribution amounts are based on the employee's pay each pay period.Police & Fire Plan: Correctional Plan: Paid Time OffHolidays: Full-time employees have approximately 14.5 paid holidays per year, including floating holidays, subject to the terms of the Personnel Policy or Collective Bargaining Agreement as applicable.Vacation: Full-time employees earn 11 to 23 days per year, depending on tenure. Part-time employees earn pro- rated accruals.Sick Time: Full-time employees accrue 12 sick days per year. Part-Time employees earn pro-rated accruals.Medical InsuranceEmployees have three (3) medical insurance plans to choose from, within three (3) different networks. The rates shown are effective 1/1/2024 through 12/31/2024. Single Employee Cost HSA Contribution Family Employee CostRTS Medica Passport2000-25% HSA $0 $187.50 $1,073.84850-40 $0 N/A $1,365.40 400-35 $56.00 N/A $1,514.20 RTS Medica Elect2000-25% HSA $0 $291.67 $783.36 850-40 $0 N/A $1,038.48 400-35 $0 N/A $1,168.68 RTS Medica VantagePlus2000-25% HSA $0 $312.50 $725.26 850-40 $0 N/A $973.10 400-35 $0 N/A $1,099.58 Employees may choose to contribute additional funds to their HSA each year, up to the IRS limit of $4,150 for singles, and $8,300 for families. Once age 55, employees can contribute an additional $1,000 (to either single or family). The IRS limit applies to the total of employer and employee contributions combined.Employees may choose to have their employer HSA contribution (if eligible) go into a VEBA account.Dental InsuranceThere is no cost to employee for single coverage. Family coverage costs the employee $74.22 per month.Vision InsuranceVision coverage is available and paid for by the employee at the following monthly rates:
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- Coordinated Plan:
- Employer Contribution 7.5%
- Employee Contribution 6.5%
- Employer Contribution: 16.2%
- Employee Contribution: 10.8%
- Employer Contribution: 8.75%
- Employee Contribution: 5.83%
- Employee Only - $5.85
- Employee + Spouse - $11.69
- Employee + Children - $11.31
- Family - $18.35
- FSA Medical/Health max election of $3,050 per year
- Limited Purpose FSA max election of $3,050 per year (used when you also have a H.S.A. Can only be used for vision, dental or orthodontia expenses).
- FSA Dependent Care max election of $5,000 per year per family ($2,500 if married and filing separately)
- Yes
- No
- Yes
- No
- None
- Less than 3 years
- 3-5 years
- 5-7 years
- More than 7 years
- Yes
- No
- Yes
- No
- Yes
- No
- None
- Less than 2 years
- 2-4 years
- More than 4 years
- Yes
- No
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