Administrative Assistant

Administrative Assistant

The position performs front office duties for the Department of Human Services (DHS). Duties include but are not limited to: Responsible to open and close office daily. Answer phone calls and greet the public/customers to respond to inquiries or purpose for their visit. Retrieves detail information from customer to access information from computerized records to determine if appointments are required. This position requires demonstrated computer literacy in Microsoft office applications and Google Workspace and the ability to learn custom computer applications relative to the department. The position provides common support for agency staff and performs other clerical duties on a routine basis.

Essential Job Functions:

• Greet and direct customers/public. Respond to inquiries and purpose for visit. Directs individuals to appropriate program areas or persons, receives and signs for courier deliveries.
• Answer a multi-line phone system, provides information over the phone, transfer calls; provides informational handouts regarding eligibility and income guidelines, records messages, place calls to obtain information.
• Screen applications for completion, signature and verifies if clients are registered voters. Verify and copy all necessary correspondence and attach to applications prior to processing.
• Scan application and correspondence into Electronic Data Management System (EDMS).
• Schedule daily calendar appointments for applicable units, including rescheduling and canceling appointments.
• Date stamp all incoming mail/materials received; sorts incoming mail into predetermined categories for different handling or processing. Processing of daily mail which includes running postage via postage machine. Daily mail delivery and pickup. Deliver mail or other materials to units or individuals within the Department.
• Data enter mail correspondences in CBMS system traffic log.
• Issue EBT cards to clients, maintains security for EBT cards in use, prepares daily and weekly EBT reports and submits to the Program Manager.
• Accepts over the counter cash/check payments from customers to department; issues appropriate receipt.
• Assemble application packets for clients; sort and/or route multiple copies of forms according to procedures.
• Troubleshoot office equipment including calling for service and restock office supplies.

Required Qualifications:

• Knowledge of basic office procedures.
• Effectively present information in one-on-one and small group situations to customers, clients and other employees of the organization.
• Knowledge of Microsoft Office (includes word and excel) and Google Workspace.

Skills:

• Bilingual (Spanish) preferred, but not required.
• Computer skills adequate to perform work tasks.
• Learn and operate software specific to the Department of Human Services.

Abilities:

• Ability to efficiently communicate in English both written and verbal
• Ability to read, write and comprehend simple instructions, short correspondence, and memos.
• Ability to apply common sense understanding to carry out instructions furnished in oral or written form.
• Ability to deal with problems involving several concrete variables in standardized situations.
• Ability to work in a stressful environment.
• Ability to meet the physical requirements for the position.
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, fractions, and decimals.
• Ability to work schedule as set by supervisor.
• Ability to follow policies and procedures of the County and DHS.
• Ability to work with a team or independently as needed.

Education, Certificates, Licenses, Registration:

• The position requires a High school diploma or general education degree (GED) and six (6) months related experience and/or training; or equivalent combination of education and experience.
• Valid Driver's License required.

Physical Requirements, Work Conditions and Environment:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Minimal physical effort generally required in the performance of duties under typically office conditions. Position requires the ability to operate a computer keyboard at an efficient speed. This may involve repetitive hand movements and fine coordination. The employee is frequently required to use hands to finger, handle, or feel objects, tools or controls, and to reach with hands and arms. The position is required to stand, sit for long periods of time, talk and hear. Hearing and vision correctable to normal ranges; close-up vision and the ability to adjust focus across an audience. Occasionally, the position may stoop, bend, kneel, crouch, carry, twist and push and/or pull light to moderate amounts of weight. The employee is required to communicate both orally and in writing. Employee must be able to reach and manipulate objects, tools or controls, and lift (no more than 25 pounds). The noise level may be very quiet to noisy depending on the situation. This position may be required to drive in a variety of weather conditions.