Administrative Assistant

Unit: Administrative Support
Reports to: Program Operations Manager
FLSA Status: Non-Exempt
Salary: $17.00/hour

About the role

The position performs front office duties for the Department of Human Services (DHS). Duties include opening and closing the office daily, answering phone calls, greeting the public/customers, and responding to inquiries. The role requires demonstrated computer literacy in Microsoft Office applications and Google Workspace, as well as 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.

Responsibilities

• Greet and direct customers/public; respond to inquiries and purpose for visit.
• Direct individuals to appropriate program areas or persons; receive and sign for courier deliveries.
• Answer a multi-line phone system; provide information, transfer calls, provide informational handouts regarding eligibility and income guidelines, record messages, and place calls to obtain information.
• Screen applications for completion and signature; verify if clients are registered voters.
• Verify and copy all necessary correspondence and attach to applications prior to processing.
• Scan applications 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; sort incoming mail into predetermined categories for handling or processing.
• Process daily mail, including running postage via postage machine; deliver and pick up mail within the Department.
• Data enter mail correspondences in CBMS system traffic log.
• Issue EBT cards to clients; maintain security for EBT cards, prepare daily and weekly EBT reports, and submit to the Program Manager.
• Accept over-the-counter cash/check payments from customers; issue appropriate receipts.
• Assemble application packets for clients; sort and/or route multiple copies of forms according to procedures.
• Troubleshoot office equipment, including calling for service and restocking office supplies.

Requirements

• 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.
• Knowledge of basic office procedures.
• Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees.
• Knowledge of Microsoft Office (Word and Excel) and Google Workspace.
• Bilingual (Spanish) preferred, but not required.
• Computer skills adequate to perform work tasks; ability to learn and operate software specific to the Department of Human Services.
• 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.

Physical Requirements

• Minimal physical effort generally required under typically office conditions.
• Ability to operate a computer keyboard at an efficient speed, involving repetitive hand movements and fine coordination.
• Frequently required to use hands to finger, handle, or feel objects, tools, or controls, and to reach with hands and arms.
• 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.
• Occasionally may stoop, bend, kneel, crouch, carry, twist, and push and/or pull light to moderate amounts of weight (no more than 25 pounds).
• Must be able to communicate both orally and in writing.
• Must be able to reach and manipulate objects, tools, or controls.
• Noise level may be very quiet to noisy depending on the situation.
• May be required to drive in a variety of weather conditions.