Office Support Specialist (2 Positions)

Shape the future of human services in Steele County. We are seeking individuals who want to be on a high-performing team, foster a healthy and inclusive work culture, and implement innovative systems that deliver services with accountability, dignity, and measurable impact. About Steele County Human Services The Minnesota Prairie County Alliance (MNPrairie) is a collaborative human services agency formed in 2014 by Dodge, Steele, and Waseca counties to deliver essential services through a shared structure. Steele County has made the decision to transition out of the collaborative and establish an independent county human services department. Planning and activities for this separation are underway, with the new department scheduled to launch on January 1, 2027. This change reflects Steele County's commitment to local service delivery and meeting the unique needs of its residents. Our intention is to build our team and have the new members join us towards the end of 2026 or early January 2027! Job Title: Office Support Specialist Department: Human Services Immediate Supervisor: Office Support Supervisor FLSA Status: Non-Exempt Union: AFSCME Job Summary The Office Support Specialist represents a broad grouping of positions from various departments responsible for providing duties associated with customer support service and receptionist duties; providing assistance performing data entry, maintaining and updating various department databases, files and records; handling department mailings; performing various word processing assignments; and performing other general office support functions. Positions assigned to this classification generally involve substantial customer/public service responsibilities and involve the application of clearly understood and established operational procedures for addressing the majority of work responsibilities and tasks and where work assignments and operational procedures are learned on-the-job and do not require specialized training. Essential Duties and Responsibilities · Performs customer service and receptionist functions. Meets and greets the public via the telephone, walk-ins or at the department counter. Determines nature of visit or call provides routine information to inquiries or directs the public to appropriate county/department personnel. Assists the public with inquiries regarding assistance, waivers, community resources, or other department programs. Answers all phone calls for the department; screens new applicants; schedules and/or reschedules appointments for existing clients. Provides clients with forms/applications based upon needs and provides clients with routine information, as appropriate. Transfers callers and/or directs visitors and the public to various County departments based upon needs and concerns. Schedules and books meeting rooms for various county meetings. Assists staff as necessary. Coordinates the sorting and distribution of incoming and outgoing mail/faxes. Collects and prepares outgoing mail. Computes postage for outgoing mail. Handles bulk mailing activities. Assists in the assembly of packets and files utilized by department staff and/or the printing of various documents. Performs courier service between agency and clinic and/or deliver mail to drop off site. Opens inmate mail and inspects mail. Sends out appointment reminders to clients. Prepares all department files for imaging, scanning and filing · Performs word processing projects for department staff. Types and proofs materials. Types background studies, parent evaluation letters, memos, flyers, brochures, pamphlets, meeting minutes, or other materials as requested. · Performs various data entry and file maintenance activities such as: Enters and updates records of all individuals who have received immunizations and other client information. Enters and updates addresses for custodial and/or non-custodial parents into department databases. Retrieves documents from system to send out employer verifications and updates all data entry panels in the Child Support System. Provides copies to each child support officer. Inputs various data and information into department specific software. Orders and maintains officer supplies, forms and materials. Updates records of computer inventory. · Performs other duties of a comparable level or type, as required. o Performs special projects as delegated or assigned. Provides back up support and assistance, as needed. Keeps abreast of changing legislation, trends, policies, and developments in areas of responsibility. Attends various state, regional and local training sessions. Minimum Qualifications · High School Diploma or GED Equivalence · Minimum of 1 year experience in customer service, clerical, or secretarial · Valid Driver's License · Ability to pass a background check Essential Knowledge · Fundamentals of general office and practices and procedures and equipment. · Fundamental knowledge of customer/client service etiquette and practices. · Fundamental knowledge in the use and operation of computer hardware and business productivity software and applications used in a typical office environment including Word, Excel, Outlook, Explorer, Windows, Access or related programs. · Knowledge of data privacy laws and rules. · Basic understanding of agency/county programs and services. Essential Skills · Oral and written communications. · Word processing. · Using client/customer service etiquette and agency procedures in directing clients/callers to appropriate staff and units within the agency. · Learning and following record retention procedures and methods in the updating or destruction of agency files and records. · Learning, using and applying agency applications, software and systems to perform various data entry, file and record maintenance responsibilities and requirements of the job. · Performing data entry functions and duties that require attention to detail, precision and accuracy. · Learning and applying relevant rules, procedures, county policies and procedures as it applies to job responsibilities. · Directing callers to appropriate units and staff based upon the issues, concerns and needs of callers and the services provided by various agency units. Physical Job Requirements (Percentage of Time) Category: Light work Exerting up to 25 pounds of force occasionally and/or up to 10 pounds of force frequently to lift, carry, push, pull or otherwise move objects in the performance of the job. · Stand: occasionally (1-33%) · Walk: occasionally (1-33%) · Sit: frequently (34-66%) · Use of hands: frequently (34-66%) · Reach with hands & arms: occasionally (1-33%) · Stoop, kneel, crouch or crawl: occasionally (1-33%) · Talk or hear: continuously (66-100%) · Taste or smell: never · Lift & carry: up to 10 pounds frequently (34-66%), up to 25 pounds occasionally (1-33%) Working Conditions Employee works primarily in an indoor office setting and is exposed to minimal adverse or hazardous physical conditions. Employees are exposed to some disagreeable, hostile, uncooperative and/or angry clients or members of the public that can make the job less than desirable. Potential hazards and risks can be minimized through departmental procedures, training, and general county risk management techniques employed by the County. This description is intended to describe the kinds of tasks and levels of work difficulty being performed by people assigned to this classification. The list of responsibilities is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.