Office Support Specialist (Hiring List for Future Vacancies)



Job Details

Office Support Specialist (Hiring List for Future Vacancies)
Employer

Aitkin County

Salary

$29,244.80 - $43,160.00 Annually

Location

Aitkin, MN

Job Type

Full-time, Regular

Job Number

2015-00004

Department

Health & Human Services Department

Opening Date

07/29/2015

Job Summary

This is a hiring list.  The hiring list will be used to fill future vacancies as they occur. 

Job Summary
To perform moderately difficult office support assignments requiring knowledge of agency programs, procedures and practices, and to serve as liaison between the general public and agency staff.

In order to be considered for this job, you must take and pass an examination within MN Merit, which is offered online.  Link to MN Merit System application center.


 

Essential Functions

Essential Functions
This position description is not intended to be all-inclusive. Employee may perform other essential and nonessential functions as assigned or apparent to meet the ongoing needs of the department and organization. Regular attendance and punctuality are essential requirements of this position.
 

  1. Provides courteous, high quality service to the public by asking questions to determine client
    needs and then directing clients to the appropriate staff member, department or meeting or by         
    diffusing and redirecting belligerent clients before hostility escalates.
  2. Greets and assists clients in proper completion of forms and applications based on knowledge of
    agency programs, policies and procedures, and gathers personal medical identification numbers and electronic benefit transfer cards after identity verification.
  3. Communicates information to the public or interdepartmental representatives in situations where
    good judgment and correct interpretation of departmental policies and regulations are required.
  4. Photocopies reports, forms, correspondence, and other agency documents.
  5. Operates multi line telephones, directing calls, taking accurate messages, and providing agency program information and community resource information to callers.
  6. Sorts, screens, prioritizes and distributes incoming mail, interagency correspondence and courtdocuments and collects, prepares and delivers outgoing mail in a timely manner.
  7. Composes, types, and edits correspondence, memos, forms, reports, and other documents from rough drafts or dictation, proofing for accuracy, completeness, and compliance with applicable regulations using knowledge of procedures to determine the correct format.
  8. Creates and maintains filing system, performs data entry, and maintains computer database files.
  9. Sorts, files, purges and scans agency records and case files in accordance with state and federal mandates and agency procedures. Pulls files for other staff upon request.
  10. Operates all office equipment: computers, typewriters, dictation system, scanning system, calculators, photocopiers, fax machines, postage machines, laminators, and multi-phone lines.
  11. Troubleshoots staff problems and issues with computer programs, equipment, and agency policy/procedures.
  12. Takes meeting minutes and prepares and enters statistical data such as charts, tables, and graphsfrom written, typed or verbal instructions.
  13. Creates newsletters, brochures, and other printed materials using desktop publishing software.
  14. Assembles informational packets, ordering and updating forms and brochures for all divisions, maintaining adequate inventory.
  15. Attends training and meetings as needed.
  16. Performs other related duties as assigned or apparent.

Minimum Qualifications

This is a hiring list.  Currently, there is one vacancy.  The hiring list will be used to fill the current vacancy and future vacancies as they occur. 

Minimum Qualifications
Must be eligible for appointment by the MN Merit System.
 
Administrative Support Diploma or college coursework in administrative support applications, business English, business communications, typing, Microsoft Office software, or closely related field, plus one or more years of general clerical experience.
 
Valid Minnesota driver's license or access to reliable transportation for infrequent travel that may be required for off-site training or other job-related activities. Employment reference checks and a criminal background check will be performed as part of the pre-employment process.
 
Must have the ability to focus and work productively despite frequent interruptions.
 
 

Supplemental Information

Knowledge, Skills, and Abilities Required
 
Knowledge of:

  1. County and departmental policies, procedures, and practices.
  2. Federal, State, and local laws, rules, and regulations relevant to the work performed in this position.
  3. Business English, spelling, grammar and punctuation.
  4. Basic math.
  5. Agency programs, procedures and policies.
  6. General office practices and equipment.
  7. Special computer software.
  8. Record keeping systems in order to maintain administrative and fiscal data and to prepare reports.
  9. Other community resources sufficient to be able to refer clients when needed.
  10. County customer service objectives and strategies.
  11. Proper telephone technique, office and online etiquette.
  12. Current technology and trends in the clerical field.
 
Skill in:
  1. Communication and interpersonal skills as applied to interaction with supervisors, staff, and the general public sufficient to exchange or convey information and to receive work direction.
  2. Typing correspondence, preparing a quality product in a timely fashion and in a wide variety of typing layouts and formats.
  3. Accessing and utilizing data from a computerized record keeping system.
  4. Communicating effectively with a wide variety of individuals representing diverse cultures and backgrounds and to function calmly in challenging situations that require a high degree of sensitivity, tact and diplomacy.
  5. Typing skill sufficient to complete 35 net words per minute without errors.
 
Ability to:
  1. Present a positive attitude in the workplace, promote a spirit of teamwork and cooperation, and be able to treat others with respect, honesty, and consideration.
  2. Operate a variety of office machines.
  3. Understand and apply oral and written instructions.
  4. Organize and prioritize one's own work.
  5. Use human relations skills to positively interact with and to work constructively with clients and other employees.
  6. Do sustained typing accurately at a satisfactory rate of speed.
  7. Maintain the confidentiality of non-public information according to laws, rules and policies.
  8. Organize information into written documents and reports.
  9. Multi-task and prioritize client needs to ensure a smooth work flow to rest of staff.
  10. Select appropriate financial worker by determining type of income and household size through direct questioning or retrieving information from the database.
  11. Communicate effectively, both orally and in writing.
  12. Assess the client's immediate needs and ensure client's receipt of needed services and to exercise appropriate judgment in answering questions and releasing information and to analyze and project consequences of decisions and/or recommendations.
 
Language Skills
Intermediate Skills - Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.  Ability to write reports and correspondence.  Ability to speak effectively before groups of customers or employees of the organization.
 

 
Mathematical Skills
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.  Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
 
Reasoning Skills
Intermediate Skills – Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.  Ability to deal with problems involving several concrete variables in standardized situations.
 
Computer Skills
To perform this job successfully, an individual should be proficient at using assigned software which may include: 
                                                                                     
County Payroll Software E-time, Webfusion, Microsoft Word, Excel, Outlook, Access, Publisher, MAXIS, MMIS, SSIS, EDocs, PHAT, MEC2, SIR, PRISM, CATCH3, HuBERT, Application Extender (Scanning system), Internet and other job-related software.
                                                                                                 
Ability to Travel
Infrequent travel may be required for trainings and meetings in and out of Aitkin County.
 
For the Public Health Office Support Specialist, travel is required to various WIC clinics and immunization and flu clinics throughout Aitkin County.
 
Competencies
To perform the job successfully, an individual should consistently demonstrate the following competencies (definitions attached or available upon request):
 
Ethics, attendance/punctuality, safety and security, dependability, analytical, design, problem solving, project management, technical skills, customer service, interpersonal skills, oral communication, written communication, teamwork, leadership, cost consciousness, diversity, organizational support, judgment, motivation, planning/organizing, professionalism, quality, quantity, adaptability, initiative, and innovation.
 
Work Environment
The noise level in the work environment is usually moderate. Work is performed in an office setting with noise and activity. Requires the ability to be flexible and tolerate numerous interruptions while maintaining a pleasant, personable demeanor. 
 

 
Equipment and Tools
Computer, copier, fax, telephone system, printer, 10-key calculator, shredder, scanner, laminator,  emergency weather-alert radios, and other job-related equipment.
 
County-owned vehicles and personal vehicle (requires proof of insurance on file).
 
Physical Activities/Requirements
Climbing, balancing, stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, carrying, use of fingers, grasping, talking, hearing, seeing, and repetitive motions. Must have the ability to lift and/or carry boxes and children weighing up to 50 pounds.  
 
While performing the duties of this job, the employee performs light work, exerting up to 50 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects.  If the use of arm and/or leg controls requires exertion of forces greater than that for Sedentary Work and the worker sits most of the time, the job is rated for Light Work. 
 
Working safety is a condition of employment. Aitkin County is a drug-free workplace.
 
Disclaimer
The above statements are intended to describe the general nature and level of the work being performed by employees assigned to this job classification. This is not an exhaustive list of all duties and responsibilities. Aitkin County reserves the right to amend and change responsibilities to meet organizational needs as necessary. This job description does not constitute an employment agreement between the employer and employee.
 
Reasonable Accommodation Notice
The County is an Equal Opportunity Employer.  In compliance with the Americans with Disabilities Act, the County will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.
 

A copy of the AFSCME, AFL-CIO, LOCAL UNION #1283, Health & Human Services Employees Unit Agreement is available upon request.

Agreement Period January 1, 2017 - December 31, 2018

RETIREMENT ACCOUNT: Public Employees Retirement Association (PERA) Coordinated Plan. You and your employer both contribute to PERA on your behalf. To see current contribution rates, go to www.mypera.org, click on Members, and then Coordinated Plan.

HOLIDAYS: All full-time employees (probationary and non-probationary) receive the following 10 paid (8-hour) holidays:

New Year's Day                     Fourth of July                   Veterans Day
Presidents Day                      Thanksgiving Day             Labor Day
Memorial Day                        Friday after Thanksgiving   Christmas Day
Martin Luther King Day

Part-time (probationary and non-probationary) employees are entitled to holiday pay on a pro-rated basis. Seasonal and temporary employees are not eligible for holiday pay.

PTO: Employees will receive PTO that will accrue on a per payroll period basis. Full-time (probationary and non-probationary) employees shall accrue PTO benefits based on the following table:
  
The following tables give these rates:
   
Completed Years         Rates of Accumulation                          
of Service                    of PTO Days Per Month                        Annual Days of PTO
0                                     1.75                                                        21
3                                      2.0                                                         24
5                                     2.25                                                        27
10                                   2.50                                                       30
15+                                 2.75                                                       33
 

Part-time employees shall be entitled to PTO benefits on a pro-rated basis, up to a total of 40 hours PTO at any time. Seasonal and temporary employees are not eligible to accrue PTO benefits.


PAID FUNERAL LEAVE: A maximum of three (3) days (24 hours) leave without loss of pay will be allowed when a death occurs in an employee's family - i.e. husband, wife, son, daughter, step sibling, father, mother, sister, brother, sister in law, brother in law, father in law, mother in law, daughter in law, son in law, grandparents, grandchildren, step children and step parents. 

PAID PERSONAL LEAVE: Full-time (probationary and non-probationary) employees shall be granted 8 hours of personal leave each quarter, and may accumulate up to 32 hours of personal leave at any given time. Personal leave is not paid out upon termination of employment or death.
 
Part-time (probationary and non-probationary) employees shall be entitled to personal leave on a pro-rated basis. Seasonal and temporary employees are not entitled to personal leave with pay.
 
GROUP HEALTH INSURANCE: The Summary of Benefit (SBC) sheets are available any time upon request, hr@co.aitkin.mn.us. Coverage is provided through the PEIP Plan and full-time employees have 3 plan choices. Part-time employees who work less than 30 hours per week on average are not eligible for health insurance benefits.

ARTICLE 16                                              GROUP INSURANCE
 
Section A. Group Health Insurance, VEBA, and HSA
 
The Employer agrees to offer a Group Health Insurance plan equivalent to existing coverage, subject to the provisions of this Article and limitations, benefit and conditions established by the contract with the insurance carrier.  The aggregate value of benefits provided by the group health insurance contract for employees covered by this collective bargaining agreement shall not be reduced, unless the employer and union agree to a reduction in benefits.
 
In the event the health insurance provisions of this Agreement fail to meet the requirements of the Affordable Care Act and its related regulations or cause the Employer to be subject to a penalty, tax or fine, the Union and the Employer will meet immediately to bargain over alternative provisions so as to comply with the Act and avoid any penalties, taxes or fines for the Employer.
 
The Employer shall contribute on behalf of eligible permanent and probationary employees working thirty (30) or more hours per week as follows:
 
HSA Compatible Plan
Employee's Share of the Premium per month for 2017 and 2018
SIngle coverage, employee pays $0/month
Single+1 coverage, employee pays $150/month
Family coverage, employee pays $300/month

The Employer's contribution shall not exceed the cost of the premium.
 
The employer may offer a waiver plan by county policy.
 
The employee may "buy up" to available higher cost plans by paying the premium difference. However, note, there is no employer HSA contribution offered on the higher cost plans.
 
Effective January 1, 2017, the Employer shall make a contribution to each eligible employee's HSA account, pro-rated by pay period [over 24 pay periods per year], as follows: 
 
Single           $2,260 per year, pro-rated by pay period
Single + 1     $3,260 per year, pro-rated by pay period
Family           $3,260 per year, pro-rated by pay period
  
Eligible employees will receive a pro-rated HSA contribution for all pay periods in which the employee is in a compensated payroll status or on FMLA. 
 
The Employer shall be obligated to make only one (1) HSA account contribution on behalf of an employee. Therefore, if the employee is enrolled as a dependent of another employee for whom the Employer has made a family coverage contribution, the Employer is not obligated to make a separate single coverage contribution on behalf of the employee.

More HSA information: https://www.selectaccount.com/products/hsa/

GROUP LIFE INSURANCE: Minnesota Life. The Employer agrees to provide and pay for a life insurance policy of $15,000 for all full-time employees and to provide life insurance coverage in the amount of $10,000 for their spouses and dependents up to age 26. Permanent part-time employees are not eligible for life insurance. The employee may voluntarily apply to purchase additional life insurance up to $300,000 for the employee and $150,000 for the spouse, in $5,000 increments. Health questions will be required for additional employee and spouse life insurance. This plan includes the following services at no additional cost: will preparation service, travel assistance, and legacy planning resources. Rates vary based on amounts of insurance and age category.

FSA PLAN: SelectAccount. The employer offers a Flexible Spending Account (FSA) for pre-taxing health insurance premiums, medical expenses up to $2,550, and child and dependent care expenses up to $5,000 ($2,500 if married but filing separate tax returns). This is a use it or lose it program - any funds remaining are forfeited at the end of the calendar year. If you establish a HSA account, your medical FSA is a "limited FSA" and can only reimburse dental and vision expenses. More FSA information: https://www.selectaccount.com/products/fsa/

WAGES: A copy of the wage scale is available upon request. hr@co.aitkin.mn.us

Refer to the Collective Bargaining Agreement for a complete list of Job Classifications.

HOURS OF WORK: The normal hours of work for all Courthouse employees shall be 8 hours per day and 40 hours per week. The regular workday shall start at 8:00 a.m. and shall end at 4:30 p.m., allowing one-half hour for lunch each day. The normal workdays of the week shall be Monday through Friday.

Flexible work schedules may be established with approval of the Department Head.

CAREER ADVANCEMENT OPPORTUNITIES: There are several promotional opportunities in this bargaining unit. Employees must be eligible for appointment by the Minnesota Merit System. AFSCME HHS union members have the opportunity to apply internally for unit vacancies and will be considered along with other candidates who are listed on the Merit System register(s). Employees are encouraged to seek internal promotional opportunities.

EDUCATION: Continuing education is provided to staff and an Education Tuition program (1/3 cost reimbursement) is also available for interested employees. Refer to Agreement for complete details.

LONG-TERM DISABILITY INSURANCE: Madison National. Employees may voluntarily elect long-term disability insurance for any level of coverage in increments of $100, between $500 and $5,000 per month, up to 60% of your monthly income. Benefits begin on the 91st day of disability and are payable for injury, sickness or pregnancy up to your normal Social Security retirement age. Rates vary based on the benefit level selected and age category.

SHORT-TERM DISABILITY INSURANCE: Dearborn National. Employees may voluntarily elect short-term disability insurance. Benefits begin on the 15th day of disability and are payable for accidental injury or illness, up to 11 weeks or until LTD begins, whichever is earlier. Some pre-existing condition limitations apply. Eligible employees may choose a weekly benefit amount from $50 to $1,000 in $50 increments, not to exceed 60% of weekly earnings. Rates vary based on your annual salary, benefit level, and age category.

DENTAL INSURANCE. Pathfinder Plan. Employees may voluntarily elect dental insurance. Delta Dental Network. $100 lifetime deductible per person. $1,000 annual plan maximum benefit. Orthodontics coverage for dependent children ages 8 through 18, 12-month waiting period. Delta Dental Premier Network pays 100% diagnostic and preventive services (no waiting period), 80% basic restorative care and services (no waiting periods), 50% oral surgery services (6-month waiting period), 50% endodontic services - crowns, root canal therapy, etc. (12-month waiting period). 2017 Rates:  Single $28.80, Single + Spouse $59.10, Single + Child(ren) $78.00, or Family $113.35 per month.

JURY DUTY PAY: Employees required to serve on jury duty shall be paid the difference between pay for such jury duty and their normal earnings for all full days' absence.

Refer to the Agreement for complete details.

We appreciate your interest in Aitkin County. If you have any questions about the wage scale or benefit package, please feel free to contact us at any time. We welcome your questions about wages and benefits even before you apply or interview for a position. We can be reached at 218-927-7306 or by email at bobbie.danielson@co.aitkin.mn.us.

 

Employer
Aitkin County
Address
217 2nd Street NW Rm 134

Aitkin, Minnesota, 56431
Phone
218-927-7306
218-927-7277
Website
http://www.co.aitkin.mn.us