Office Support Specialist at MINNESOTA PRAIRIE COUNTY ALLIANCE in Owatonna, Minnesota

Job Description:

Location: Steele

General Definition of Work
Performs intermediate administrative support work professionally greeting and directing the flow of client inquiries as needed, assisting human services staff in their daily work, processing incoming and outgoing documents utilizing data management systems, and related work as apparent or assigned. Work is performed under the limited supervision of the Office Support Supervisor.

Qualification Requirements
To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Essential Functions
• Directly assists the public through face to face or telephone contact; providing authorized information about cases and forwarding inquiries to the appropriate staff person when not authorized.
• Schedules and tracks appointments for client intakes, eligibility reviews, etc.
• Scans documents.
• Performs standard clerical assistance duties such as maintaining calendars; filing; printing items; making copies, processing EBT cards and maintaining related inventory; accepting payments and issuing receipts; preparing correspondence, processing incoming and posting outgoing mail.
• Provides EBT usage data at the request of the fraud investigator or eligibility staff.
• Determines status of cases when applications arrive and open new cases when necessary.
• Determines client needs and match their needs to appropriate programs when they present at our agency.
• Access and update more than 10 complex, program-specific electronic data base systems to support clients and co-workers.
• Assists workers in the application process for licensed programs, including background study processing.
• Tracks child support payments.
• Completes assistance verification documents for housing agencies.
• Gathers documentation for health care audits and forwards to appropriate agency.
• Monitors inventory levels and maintains office supplies; performs minor office equipment maintenance.
• Creates and maintains case files; monitors record retention schedules; assembles program materials.
• Other duties as assigned

MNPrairie Core Competency Requirements
In addition to knowledge, skills, and abilities, these behaviors are required for successful job performance:

• Commitment to the Work Group.
Develops respectful, cooperative and productive work relationships with co-workers, including the demonstrated willingness to help newer staff so their respective job responsibilities can be performed with confidence as quickly as possible.

• Commitment to Customer Service.
Demonstrates by personal example the service quality and integrity expected from all staff members.
Treats every person as worthy of respect; acts in a professional, private, and confidential manner.
Focuses on people and outcomes.
Shows compassion by acting in a timely, empathetic, and understanding way.
Represents MNPrairie to the general public, employees and other outside contacts/constituencies, in a manner that helps maintain and enhance MNPrairie's reputation as well-managed and citizen-oriented.
Acknowledges and embraces that we all have unique lived experiences and that there are multiple views of the world. Meets people where they are at.
Assures equity in access to agency supports and services.

• Communication.
Confers regularly with and keep one's immediate supervisor informed of all important matters pertaining to those functions and job responsibilities for which they are accountable.

• Productivity and Work Organization.
Demonstrates ability to plan, organize and accomplish work in a timely and effective manner.
Reports to work location on time and on a regular basis.

• Problem Solving and Decision-Making.
Exercises good judgment in problem solving, analytical thinking, and independent thinking as it relates to MNPrairie procedures, problems, and policy interpretations.
Continuously improves.
Innovates in alignment with the agency mission, vision, core values, program purposes, and mastery of job responsibilities for which they are held accountable.
Focuses on prevention and early intervention.

• Safety Rules and Procedures.
o Knows and observes the safety policies and procedures of MNPrairie. Performs tasks in a safe and efficient manner while using appropriate safety equipment, clothing, and devices.

Knowledge, Skills and Abilities
• General knowledge of the programs, policies and procedures of county human services
• General knowledge of social services laws and regulations
• Comprehensive skill operating standard office equipment and related hardware and software
• General skill composing and proofreading documents, notes, handouts and manuals
• Ability to take oral and written direction
• Ability to organize tasks and workflow with a limited amount of direction
• Ability to understand and make basic mathematical calculations
• Ability to process paperwork in a timely and efficient manner
• Ability to establish and maintain effective working relationships with associates and the general public.
• Ability to effectively communicate complex program information to clients
• Ability to type at a reasonable rate of speed