Administrative Assistant I

Purpose of Position

Position acts as a receptionist in the Todd County Health and Human Service office and directs callers and visitors to the appropriate staff member based on cross-functional knowledge of agency programs, procedures and practices. This position is the first point of contact for incoming financial assistance applicants and documents. Provides office support to other Todd County Health and Human Service employees. The administrative assistant I is a member of the administrative team which works to provide high quality and timely support to the work of the organization.

Basic Performance Expectations of all Todd County Staff

• Serves as a positive example to other County personnel with regard to workplace actions, decisions, work skills, attitude and adherence to workplace policy and procedures.
• Has strong communication and interpersonal skills, is honest, fair and dependable.
• Embodies teamwork and cooperation within and across County departments and with the public.
• Communicates effectively with the Department Head and keeps supervisor apprised of important matters ongoing in the department.
• Respect all colleagues, co-workers, board members and the public and lead those around you to do the same.
• This position requires regular and timely attendance in accordance with the department schedule.
• Performs other duties as assigned or apparent.

Position Specific Essential Duties and Responsibilities

The following duties are normal for this position. These duties are not to be construed as exclusive or all-inclusive. Other duties may be required as assigned. 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 an individual with disabilities to perform the essential functions.

• Acts as receptionist to assure client needs are met in an efficient manner and client receives prompt and courteous service based upon client needs, and directs them to the appropriate staff member.
• Determine and assign applications received to correct eligibility worker based on intake log guidelines provided by the Financial Assistant Support Unit manager and supervisor.
• Enters data for financial program applications into state-based computer system.
• Responds to requests for information or questions from other employees by personal contact, phone or e-mail.
• Sorts, scans and distributes incoming mail, monitor incoming faxes and online state financial assistance application system, collects and prepares outgoing mail.
• Documents and scans information, forms, referral information in appropriate computerized software programs.
• Maintains an adequate supply of forms & packets so they are readily available to staff.
• Maintains adequate inventory of office supplies.
• Maintains client charts / files including pulling closed files for destruction according to record retention schedules (paper based and/or computerized files).
• Types correspondence as requested.
• Attends staff meetings, workshops and trainings.
• Monitors and assist staff with copier equipment.
• Responsible for maintenance of common spaces for appearance and functionality.
• Collects and distributes daily state reports.
• Provides occasional back-up to Administrative Assistant II.

Minimum Education and Experience/Special Requirements

• High school diploma or GED and one to three years related experience in a similar position, or equivalent combination of education and experience.
• Must possess and maintain a valid driver’s license or access to transportation.
• Must pass a criminal background check.

Preferred Qualifications

• Post-secondary education in office administration preferred.
• Bilingual (English/Spanish)

Knowledge, Skills and Abilities

• Knowledge of agency programs, procedures and policies.
• Knowledge of general office practices and equipment.
• Knowledge of alphabetical and numerical filing practices sufficient to file and retrieve documents/information.
• Knowledge of business English, spelling, grammar and punctuation.
• Knowledge of basic math.
• Knowledge of job-specific computer software
• Ability to communicate effectively, both orally and in writing.
• Ability to follow oral and written instructions.
• Ability to operate a variety of office machines.
• Ability to perform simple computations and tabulations accurately.
• Ability to use human relations skills to positively interact with and to work constructively with clients and other employees.
• Ability to maintain confidentiality of non-public information according to laws, rules and policies.
• Ability to organize and prioritize one’s own work.

Physical Requirements

This work requires the occasional exertion of up to 50 pounds of force; work regularly requires sitting, speaking or hearing,using hands to finger, handle or feel, frequently requires repetitive motions and occasionally requires standing, walking, stooping, kneeling, crouching or crawling, reaching with hands and arms, pushing or pulling and lifting; work has standard vision requirements; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; work requires preparing and analyzing written or computer data, operating machines including office equipment, operating motor vehicles or equipment and observing general surroundings and activities; work requires no exposure to environmental conditions, work is generally in a moderately noisy location (e.g. business office, light traffic).