Office Specialist - Spw

Travis County Health and Human Services (HHS) serves the community under the guidance of the Commissioners Court. We address community needs through internal and external investments and services. We strive to maximize quality of life for all people in Travis County by protecting vulnerable populations, investing in social and economic well-being, building a shared understanding of our community, and promoting healthy physical, behavioral and environmental living.
Travis County HHS is seeking a temporary full-time Special Project Worker - Office Specialist. This is a full-time position with benefits, anticipated end date for the assignment is December 31, 2024. This is an opportunity to join a highly motivated, energized and cohesive team. We are looking for individuals who are very team-oriented and client-focused. We specialize in providing outstanding customer service, being effective and efficient, while providing support to each other as needed.

• Determines applicants' eligibility for a variety of social services available and/or provides other social services related to crisis intervention and short-term case management. Interviews clients, collects and completes required eligibility documentation, determines eligibility for social services assistance and monitors client progress and usage of assistance. Refers clients to clinical and social service provider resources. May serve as lead worker over subordinate social services staff.
• Performs general office functions. Writes and prepares correspondence. Performs and conducts research and interpretation of data. Proofs documents and performs quality control reviews. Opens and distributes incoming mail, prepares mail outs, and maintains mailing lists. Maintains office schedules and appointments. Makes copies, does filing and sends faxes.
• Performs data entry on a regular basis. Schedules meetings, conferences and facilities. May assist with department personnel functions. Performs general office activities, such as ensuring facility availability, opening and closing doors, assisting in administrative staff support. Participates in complex/technical administrative projects with staff as directed. Assists with specialized or difficult work activities of subordinates or other staff members, such as mileage and travel/training requests and submittals. Responds to technical administrative questions and ensures necessary follow-up.
• Performs receptionist duties, answers telephone, directs calls, office errands and takes and relays accurate messages. Logs phone calls and visitors. Greets and receives the public. Answers general questions about the department, its functions and activities, and its interrelationships with County departments and outside agencies. Refers individuals to appropriate persons, departments, or agencies.
• Provides direction and information to the public on department and County procedures, regulations and policies. Records transactions and maintains manual and computerized journal entries.
• Maintains effective document, file, and record retrieval systems. Maintains accountability for paper and electronic files. Creates, compiles, retrieves and disseminates information using computer and paper files. Responsible for record storage. Responsible for scanning and e-mailing documents.
• May translate for Spanish speaking clients. Serves as a notary public. Orders and purchases office supplies.
• Applies functional knowledge to analyze and respond to matters requiring basic knowledge of department policies and procedures. Gathers information and statistical data. Creates databases and generates reports using spreadsheets, databases, and word processing and presentation software.
• Performs other job-related duties as assigned.

Education and Experience:
High School diploma or G.E.D. AND three (3) years of responsible office/clerical experience, including the operation of computer equipment to include word processing, spreadsheets, databases and a variety of software packages;
OR,
Any combination of education and experience that has been achieved and is equivalent to the stated education and experience and required knowledge, skills, and abilities sufficient to successfully perform the duties and responsibilities of this job.
Knowledge, Skills, and Abilities:
Knowledge of:

• Modern office/clerical practices, procedures, and methods.
• Policies, practices, procedures and terminology of assigned function.
• File management and techniques.
• Principles and procedures of record keeping.
• Customer service etiquette.
• Computer equipment to include word processing, spreadsheets, databases and a variety of software packages.
• Business English, spelling and arithmetic, letter writing, grammar and punctuation and report preparation.
• May be required to develop knowledge of and adhere to federal and state laws requiring the confidential handling of certain health information.

Skill in:

• Conducting research and presenting information.
• Processing financial reports, including receipts, claims, disbursements, travel, purchasing and mileage submittals.
• Performing cashier duties, such as receiving cash, issuing and posting receipts for fee payments or other charges.
• Operating a variety of modern office equipment, including a computer.
• Both verbal and written communication.

Ability to:

• Compile data and write clear and comprehensive reports.
• Understand and carry out verbal and written directions.
• Perform multitasking.
• Create effective filing systems, and retrieve and disseminate information.
• Establish and maintain effective working relationships with departmental clientele, representatives of outside agencies, other County employees and officials, and the general public.

Physical requirements include the ability to lift/carry up to 20-50 pounds occasionally, visual acuity, speech and hearing, hand and eye coordination, and manual dexterity necessary to operate a computer and office equipment. Subject to sitting, client/customer contact, standing, walking, vision to monitor, repetitive motion, stooping/kneeling, squatting, bending, and reaching to perform the essential functions.
Travis County employees play an important role in business continuity. As such, employees can be assigned to business continuity efforts outside of normal job functions.
This job description is intended to be generic in nature. It is not necessarily an exhaustive list of all duties and responsibilities. The essential duties, functions and responsibilities and overtime eligibility may vary based on the specific tasks assigned to the position.
Work Hours: 8 AM - 5 PM; Monday through Friday.
Location: 15822 Foothill Farms Loop, Pflugerville TX 78660
Department: Health & Human Services
Criminal Background Check, Driving Record, Education and Employment History Check Required. Employment Type: Grant Funded