Administrative Assistant I Human Services

Selection Process:

Applications will be accepted until 2/1/2026

First round interviews will be held via technology on: 2/9/2026

For those selected, second round interviews will be held in person on: 2/17/2026

JOB SUMMARY:

Performs responsible clerical assignments following established rules and procedures for all departments of the agency. Copies, scans and types from plain copy, files/indexes, performs office support duties and performs related work as assigned by supervisor. In addition, has public contact by telephone and in person, and performs office support duties for agency. The ability to multi-task is an asset, as multi-tasking is required daily.

Fluent in Spanish is preferred. Additional bilingual pay for those certified.

ESSENTIAL DUTIES AND RESPONSIBILITIES INCLUDE THE FOLLOWING. OTHER RESPONSIBILITIES AND DUTIES MAY BE ASSIGNED.

Administrative Assistant responsibilities in tandem with another Administrative Assistant:

• Answer incoming calls to agency (approximately 100 calls on average day), numerous clients, requests for tasks to be done for EBT, accounting, eligibility workers, social workers, and supervisors.
  • Performs initial triage and properly routes calls and in-person clients
  • Takes messages for absent or occupied workers
  • Assist callers in location or contacting appropriate staff, service units, resources, etc.
• Meets and greets incoming physical visitors to agency
  • Properly routes visitors to appropriate service area, both within the agency and to other agencies; attorneys, PACT-4, Child Protection staff, sales representatives, transit, banks, Social Security, etc.
  • Takes messages for absent and occupied staff
  • Provides assistance in locating or contacting appropriate staff, service units, resources, etc.
  • Takes information needed by financial, child support, or social worker.
• Distributes new applications for income maintenance and assists numerous ongoing clients for income maintenance unit, child support and social services., CS, and SS
• Processes applications, from various sources, such as, in-person, MNBenefits, email, etc. Includes review of previous cases and communication with other team members to ensure properly completed within timelines.
• Write receipts for incoming payments made to the agency.
• Reads, sends, and workflows email, ICT email, MN-ITS Mailbox, and fax inbox.
• Responds to inquiries regarding case information.
• Mails out Managed Care Organization enrollment packets.
• Obtain necessary information and process EBT Edge.
  • EBT Specialist - Trouble shooting liaison
  • Training additional employees
• Process U.S. Passport applications as a certified passport agent.
  • Ensure the application is complete and is accompanied by proper documentation
  • Take individual client passport photos that comply with Passport specifications
  • Keep current with national Passport standards and procedures

Administrative Duties in tandem with other Administrative Assistants:

• Receives sorts and distributes mail throughout agency to appropriate staff.
• Workflows Social Services, Income Maintenance Unit, and Child Support mail & checks drop box.
• Handles certified mail for agency staff.
• Sends IT/Maintenance tickets when needed
• Make photocopies of various forms, manuals, materials, etc. for staff of agency, assembles packets.
• Attend training sessions, conferences, meetings, etc. with prior approval of the supervisor.
• Organizes supply room/waiting areas.
• Records and orders supplies for agency including DHS forms.
• Maintains mail machine – orders supplies and adds funds with approval.
• Keeps information current, performs routine copying and returns information to files.
• Images and indexes new information and warrants and reorganizes data following established guidelines.
• Sends faxes for workers
• Performs opening and closing procedures to start and end the day.
• Updates documents for MNSure and combined applications.
• Handles Santa’s Closet, UCAP, and WIC referrals.
• Types for Social Services Units/Income Maintenance and Administration (Agency Director). Back-up to Administrative Assistant ll.
  • Keys ongoing reports following established guidelines.
  • Keys form letters and completes forms with designated routine information.
  • Human Services Board Report Packet
    • Keys board presentation reports from Director and Supervisors.
    • Add to designated platform and have Director and Administration approval.
  • Keys in agenda for General Staff Meetings and distributes staff.
  • Keeps address lists for the agency current, including files on schools, law enforcement, attorneys, county and city administration, churches, nursing homes, etc.
• Prepares medical mileage reimbursement forms received to the agency by verifying eligibility and calculating distances to and from medical appointments.
• Data entry of claims into Office Ally for case management and transportation claims.
• Maintains Visitor Log.
• Performs other duties as assigned.

FREEDOM TO ACT AND PROBLEM SOLVING

Job function subject to agency, county, state and federal regulations on provision of information by “qualified” program workers. This position has great responsibility to maintain positive image of agency to community. Decision-making in task areas is worker’s responsibility. Ability to multi-task is necessary. This position does involve exercising independent judgement and allows public contact work that requires the provision of technical information.

JOB RELATIONSHIPS:

Internal interactions with: Agency Staff – Eligibility Workers, Social Workers, Child Support, Director, Supervisors, Case Aides, and Accounting Department

External interactions with: Public, vendors, Social Security, county group homes and nursing homes, transportation (Transit), PACT-4, EBT clients, Renville County Sheriff’s Department, police departments, banks

QUALIFICATION REQUIREMENTS:

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience: One-year certificate from college or technical school; or twelve months related experience and/or training; or equivalent combination of education and experience.

Language Skills: Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization. Multilingual skills are beneficial.

Mathematical and Computer Skills: Possess computer program knowledge including MAXIS, MMIS, METS, AppXtender, EBT Edge, SSIS, IFS & Office Ally, Microsoft Office, Windows, Adobe Acrobat Pro, Scanner. Ability to create spreadsheets, charts/graphs, and forms/tables on the personal computer.

Reasoning Ability: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Certificates, Licenses, Registrations:

Name is registered with the US Department of State as Passport Acceptance Agent, or ability to complete within six months.

Valid Driver’s License

Physical Demands:

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

Positions in this job typically require sitting, walking, standing, driving, talking, hearing, typing, repetitive movement, and seeing. There is exposure to computer keyboards and computer screens.

The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, and color vision.

Work Environment

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

There is exposure to hostile, despondent, uncooperative person, and persons with numerous needs, which may result in exposure to offensive language and mental stress and effort. The ability to assess and diffuse these situations is essential.

This position works under high attention to detail and deadlines.

The noise level in the work environment is usually moderate.