OSS - DHS

The Office Support Specialist, DHS, position is responsible for performing a variety of diverse and complex
clerical tasks that require attention to precision and accuracy. Duties involve the application of some limited
judgment in carrying out the job requirements, however, office routines governing tasks are in place and
established. Duties include data entry, substantial customer relations, and service activities which involve the
application of various regulations, rules, and department routines that must be applied in a precise and
accurate manner. Additional duties include maintenance of department records, transcriptions, receptionist
support, maintain statistical reports, and gathers data needed for various department forms and reports.

Duties and Responsibilities (Note: these are characteristic of the job class, but actual duties will
vary depending on area of assignment in the Human Services Department).
- Performs receptionist duties and functions that include:
                 * Greets clients to determine nature of issues, problems or questions and refers
clients to staff schedules appointments.
                 * Directs clients to other agencies within the County. Answers questions concerning
agency programs and services.
                 * Provides clients application forms, assists clients in completing applications and
answers questions.
                 * Provides high-quality customer service and client services.
- Transcribes, types, and provides clerical support.
- Prioritizes work and timeline for project completion.
- Updates, maintains, files, and records all correspondence, test results, case narratives,
progress reports, client visits, client contacts or other information required for case/file
management.
- Responsible for control and maintenance of centralized filing system. Creates files,
maintains files, and closes files.
- Copies, collates, scans documents, faxes, and/or distributes information, assists in
destroying old or outdated file information or records in accordance with record retention
routines.
- Provides office support for DHS Supervisors and Director.
- Maintains all office supplies and state brochures.
- Strategizes with supervisor workflow policies and procedures, and prioritization of Office
Support Specialist workloads.
- Leads OSS staff when immediate supervisor is out of the office.
- Prepares purchase of service agreements and contracts.                                                                                                                            - Performs data entry such as entering program statistics, demographics, and new income
maintenance applications.
- Composes and types various materials such as memos and letters. Assembles various
packets.
- Mentors staff as subject matter expert.
While these are the primary focus of the position, we believe strongly in teamwork and employees will be
called upon to perform a variety of duties as part of their role with the County.

Position Requirements

Knowledge, Skills and Abilities
- Knowledge of specialized or related laws, terminology, rules or technical requirements specific
to the area of assignment.
- Knowledge of operations, policies and procedures of Freeborn County and the Human
Services Department.
- Knowledge of agency, mental health, insurance and state programs.
- Knowledge of modern office support, office equipment operations and general business
practices.
- Ability to understand and apply oral and written instructions.
- Ability to use computers and relevant software.
- Effective oral and written communication skills.
- Ability to work independently and accurately.
- Skill in managing time, organizing, and setting priorities.
- Ability to perform data entry for prolonged periods.
- Ability to maintain confidentiality and data privacy according to laws, rules and policies.
- Ability to perform assignments under moderate supervision within standard operating
procedures.
- Ability to follow standard procedures and tasks where basic analytical ability is required.
Detailed guidelines and procedures are generally used to make decisions or determine
actions.
- Ability to maintain effective working relationships with inside and outside contacts.

Education and Experience
- High School Diploma or GED
- One to three years relevant work experience
- Computer, typing and data entry experience/training

Licenses/Certifications
This position will require the acquisition and maintenance of the following additional certificates/licenses,
depending on the area of assignment:
- Clerk/Typist Merit Test Certification
- HIPAA/Data Security Training
- IPAM Series Assessment
- Merit Testing Clerk Specialist Training

Physical and Mental Requirements
This job typically requires: sitting, standing, walking, feeling, manual dexterity, grasping, talking, hearing,
typing, and seeing. There is exposure to computer keyboards and video screens. This position is
generally light-duty and may require the exertion up to 50 pounds of force.
The physical demands described here are representative to those that must be met by an
employee to successfully perform the essential functions of the job. Reasonable
accommodations can be made to enable individuals with disabilities to perform the
essential functions.

Working Conditions
Work is performed in an office environment. There may be exposure to hostile or non-cooperative clients.
There may be travel required to other facilities, meetings training, etc.

The work environment characteristics described here are representative to those an
employee encounters while performing essential functions of this job. Reasonable
accommodations can be made to enable individuals with disabilities to perform the
essential functions.

Competencies Common to All County Positions
- Develop, maintain a thorough working knowledge of, and comply with all departmental and
applicable County policies and procedures.
- Demonstration by personal example the spirit of service, excellence, and integrity expected
from all staff.
- Develop respectful and cooperative working relationships with co-workers, including willing
assistance to newer staff so job responsibilities can be performed with confidence as quickly
as possible.
- Confer regularly with and keep immediate supervisor informed of all important matters which
pertain to the applicable job functions and responsibilities.
- Represent Freeborn County in a professional manner to the public, outside contacts and
constituencies.

Interested applicants must apply through the online application process available on the Freeborn County website http://www.co.freeborn.mn.us. Completed applications along with cover letter and resume are due by 12:00 PM Friday, March 10th, 2023.

You can find the Freeborn County application at www.co.freeborn.mn.us and the Merit application at https://www.governmentjobs.com/careers/mnmeritsystem.

                                        ****YOU MUST COMPLETE BOTH FREEBORN COUNTY AND MERIT                                          APPLICATIONS TO BE ELIGILBLE FOR THIS POSITION.****

Equal Opportunity Employer