Office Specialist/Social Services

DESCRIPTION

**Applications are reviewed regularly and hiring may occur early in the recruiting process. Individuals are encouraged to apply immediately.**

COMPENSATION &BENEFITS:
0-3% Merit upon successful completion of the probationary period and 0-3% annual merit increases thereafter based upon evaluation score.
Benefits include:

• Health Insurance: County provides medical, dental and vision coverage for employees and dependents with co-payment by employee dependent and/or family status.
• Vacation: Accrued at the rate of 4.6154 hours per pay period, or 120 hours per year (increase with years of service).
• Sick Leave: Earned at the rate of 3.3846 hours per pay period, or 96 hours per year.
• Holidays: 12 paid holidays per year.
• Administrative Leave: per status
• Retirement: Participation in the Nevada Public Employee Retirement System (PERS), 33.5% employer-paid.
• Deferred Compensation: the County has a voluntary deferred compensation program.
• Douglas County is a drug, alcohol and smoke-free workplace.
• No Nevada state income tax.
• Stable, friendly/family atmosphere. Foster's internal talent with training/educational programs and encourages career advancement.

Responsible for performing a wide variety of difficult, technical, complex or specialized office support to various County and related local government offices. This position works within the Social Services Division.

ESSENTIAL FUNCTIONS

• Assists general public, customers and staff in person, over telephone and by email; answers inquiries, receives and attempts to resolve complaints, explains policies, procedures and proper use/completion of department forms.
• Performs difficult, complex technical and/or specialized office support work, which requires the exercise of independent judgment, the application of technical skills and a knowledge of detailed or specialized activities related to the department to which assigned.
• Manages databases and/or spreadsheet files and to develop special report formats.
• Researches and assembles information from a variety of sources for the completion of forms or the preparation of reports; makes arithmetic or statistical calculations.
• Conducts specific projects related to the department or office to which assigned; may obtain and/or provide information from other organizations, summarize such information and prepare recommendations.
• Provides information to the public or to County staff that requires the use of judgment and the interpretation of policies, rules or procedures.
• Organizes, maintains and purges various departmental files.
• Prepares and composes correspondence, reports, forms, contracts and specialized documents; may provide secretarial support on a relief basis.
• Proofreads and checks materials for accuracy, completeness, and compliance with departmental policies and regulations.
• Enters and retrieves data and prepares reports using a variety of software programs; reviews such reports for accuracy and makes corrections as required; operates standard office equipment.
• Oversees and personally performs a variety of office administrative details such as preparing purchase requisitions, arranging for the repair of equipment, transmitting information, and keeping reference materials up to date.
• May receive and post payments, prepare deposits, and total accounts to ledgers or computer-based spreadsheets/databases; may reconcile bank statements.
• Contributes to the efficiency and effectiveness of the unit's service to its customers by offering suggestions and directing or participating as an active member of a team.
• Acts as receptionist and receives and screens visitors and telephone calls and directs the caller to the proper person or personally handles the call; provides information which requires the use of judgment and interpretation of policies, rules and procedures.
• May train and direct the work of temporary staff for special projects or programs.
• Represents the County with dignity, integrity, and a spirit of cooperation in all relationships with staff and the public.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Education and Experience:

High School diploma AND two (2) years of general administrative support experience; OR an equivalent combination of education, training and experience.

Required Knowledge and Skills

Knowledge of:

• Policies and procedures of the department to which assigned.
• Use of specified computer applications involving word processing, data entry and/or standard report generation.
• Use of specified computer applications involving the design and management of databases or spreadsheet files and the development of special report formats.
• Business mathematics..
• Applicable regulations, policies and statutes.
• Office administrative practices and procedures.
• Business letter writing and the standard format for typed materials.
• Record keeping principles and practices.
• Correct business English, including spelling, grammar and punctuation.
• Techniques for dealing with the public, in person and over the telephone.

• Performing technical, specialized, complex, difficult or technical office support work.
• Reading and explaining rules, policies and procedures.
• Analyzing and resolving varied office administrative problems.
• Making accurate mathematical calculations.
• Reviewing, posting, balancing and reconciling financial records.
• Organizing, maintaining and researching office files.
• Compiling and summarizing information and preparing periodic or special reports.
• Using initiative and independent judgment within established procedural guidelines.
• Organizing own work, setting priorities and meeting critical deadlines.
• Contributing effectively to the accomplishment of team or work unit goals, objectives and activities.
• Establishing and maintaining effective work relationships with staff, coworkers, and the public.

REQUIRED CERTIFICATES, LICENSES, AND REGISTRATIONS:

• Typing with speed and accuracy at a rate of 45 words per minute.

PHYSICAL DEMANDS & WORKING ENVIRONMENT:

The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Mobility to work in a typical office setting and use standard office equipment, vision to read printed materials and a computer screen, and hearing and speech to communicate in person or over the telephone.

CONDITIONS OF EMPLOYMENT:

• Continued employment is contingent upon all required licenses and certificates being maintained in active status without suspension or revocation.
• Employment is contingent upon successful completion of background/screening.
• Douglas County participates in E-Verify and will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each applicant's Form I-9 to confirm work authorization. All candidates who are offered employment must complete Section 1 of the Form I-9 along with the required proof of their right to work in the United States and proof of their identity prior to starting employment. Please be prepared to provide required documentation as soon as possible after the job offer is made.

Overview of Douglas County Benefits
Disclaimer: Douglas County provides benefits to full time employees. Benefits are prorated for some part time positions (depending on job). Some part time positions may provide no benefits.

No Nevada State income tax.

Retirement – Public Employees' Retirement System of Nevada
Douglas County contributes 33.50% of an eligible Regular Member and 50% of an eligible Police and Fire Member's salary for retirement. Deferred Compensation Plans – Employees can participate in the VOYA Retirement Plans, which is funded by the employee.

Paid Leave
12 paid holidays per year. Generous paid leave accrual's including 96 hours sick annually, begin accruing 120 hours annual leave each year. Administrative leave of 5 days or 3 days annually applies to some positions. Please refer to our leave policies https://www.douglascountynv.gov/687/Policies-Procedures
or relevant labor agreement https://www.douglascountynv.gov/688/Labor-Contracts
for more information.

Health Insurance
The County has rich benefits plans to choose from: Preferred Provider (PPO) and Health Savings Account (HSA) with supplemental benefits to include: prescription plan, dental plan, vision, life insurance opportunities, cancer insurance, and disability insurance. Benefit eligibility is the 1st of the month following 30-day waiting period or 60 days, depending on the position. For more detailed information on the Health Insurance you may refer to our website located at: https://www.douglascountynv.gov/693/Employee-Benefits-Information
for more information.

Compensation
Douglas County's compensation system is based on Pay for Performance wherein employees are eligible for annual performance evaluations. The current structure consists of merit increases up to 3% on a qualifying employee's anniversary and Cost of Living Adjustments based on the Consumer Price Index during the first pay period of each fiscal year. The COLA will be up to 5% depending on the CPI each year. Additionally, eligible employees can be recognized for outstanding performance, above and beyond the call of duty, and receive additional compensation through the Recognition of Excellence Program.



2024