Office Support Specialist

The Weld County Department of Human Services Organizational Integrity Division is searching for an Office Support Specialist to represent the Department of Human Services by greeting visitors in a courteous, efficient and customer focused manner. Assists in directing lobby and phone traffic, including answering general questions, offering assistance, providing referrals, and explaining basic procedures regarding Department services. Issues Electronic Benefits Transfer (EBT) cards. Accepts valid forms of payment from community members for various Departmental needs. Prepares documents for upload into an Electronic Document Management System (EDMS). Staffs the IdentoGO Fingerprinting Office in accordance with Idemia requirements. Staff rotates duties on a regular basis between multiple buildings at the Greeley North Campus. This position is in-person and not eligible for consistent telework arrangements.

The Ideal Candidate for the Department of Human Services, Organizational Integrity Division will be someone who possesses the following traits:

1. Eager to help clients that are facing tough situations.

2. Able to multitask in a fast-paced environment.

3. Strong Communication and Customer Service Skills.

4. Be a team player with a positive attitude.

5. Ability to be flexible with rotating job duties and work stations.

Mission Statement: Engaging and partnering with the community to improve safety, health and well-being of individuals and families through the delivery of responsive and collaborative services.

Vision Statement: The people of Weld County are connected to the resources needed to thrive in the community and feel safe and empowered.

Weld County Department of Human Services’ greatest asset is our staff.

$22.45 - $28.44 per hour plus benefits (see benefits tab on the job posting). The position will normally start at $22.45 per hour.

This position is non-exempt from the minimum wage and overtime requirements of the Fair Labor Standards Act.

As an applicant for this position, you should be aware of Senate Bill 19-085, the Equal Pay for Equal Work Act. The act requires employers to announce the pay range for job openings. This range encompasses the nine pay steps available should you receive the position and demonstrate satisfactory performance over time.

Use the following link to learn more about Weld County Department of Human Services:

https://www.weldgov.com/Government/Departments/Human-Services

Essential Duties and Responsibilities

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. Other duties may be assigned. (Any one position may not include all of the duties listed nor do the listed examples include all duties which may be found in positions of this class.)

The following job duties are established to outline the basic duties and responsibilities of the above captioned position. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

EBT Support (30%):

• Participates in a rotating schedule to staff the Payment / Electronic Benefits Transfer (EBT) office.
• Uses state computer systems and equipment to research information needed to transfer funds to EBT cards and accurately issue benefit cards.
• Maintains EBT card issuance tracking logs.
• Works closely with the Fiscal office to maintain card inventory and to obtain additional cards when needed.

Lobby Support (45%)

• Participates in a rotating schedule to staff lobby greeter desk and triages incoming client needs.
• Directs clients to the next available window to complete their reason for visits.
• Performs various clerical duties, such as data entry, data auditing, quality reviews, or other computing tasks as assigned.
• Answers incoming phone calls routed through the Human Services mainline phone tree.
• Efficiently and accurately identifies the caller’s need and directs the caller to the proper extension or department employee.
• Educates on the services offered by the Department or refers to alternative community resources, as needed.
• Provides calm, respectful responses to individuals in stressful or escalated situations.
• Participates in a rotating schedule to staff the lobby performing reception duties and IdentoGO fingerprinting functions.
• Undergoes initial and ongoing training required by Idemia to operate the fingerprinting equipment.
• Performs processes and procedures as required by IdentoGO, in conjunction with internal needs.
• Provides back up coverage to other lobby areas within the Department as needed.

Administrative Support (15%)

• Provides additional supportive services to the Department, including accepting payments from clients, which may require handling large amounts of cash.
• Handles personal items turned in to the Department as “lost and found.”
• Completes a log and provides accurate accounting of all transactions.
• Notarizes documents for multiple divisions and maintains a journal to serve as a written record for the State of Colorado.
• Prepares documents received from Department staff for scanning into an Electronic Document Management System (EDMS).
• Operates data capture (imaging) technology to import digitized documents into the EDMS.
• Performs quality checks and validation of scanned documents to ensure the integrity of the image and the accurate storage of documents.

Other Duties as Assigned (10%):

• Follow policies and procedures, the Weld County Code of Conduct and adhere to strict confidentiality guidelines and appropriate release of information outlined in both.
• Other duties may be assigned. Any one position may not include all duties listed, nor do the listed examples include all duties which may be found in positions of this class.

Qualifications

REQUIRED QUALIFICATIONS

• High School Diploma or GED equivalent.
• One (1) year full time business or clerical experience in an office environment which includes extensive customer service and telephone use.
• Candidate must have strong attention to detail and quality.
• Candidate must have a valid Colorado Driver's License and Liability Insurance.
• Candidate must provide own transportation and be willing to travel throughout Weld County.
• Candidate must pass Human Services background checks.
• Candidate must possess the ability to keyboard at 35 words per minute.
• Candidate must obtain Notary Certificate within six (6) months of employment if not certified upon hire.
• Candidate must pass the Colorado Bureau of Investigation background check required for the fingerprinting function. See attached for details on Idemia Background check criteria.
• Ability to enter data into several different computer programs. Ability to learn and apply new computer skills on a regular basis. Knowledge of computer programs such as Microsoft Windows and Word, Excel, and Outlook.
• Candidate must possess the ability to read and comprehend instructions, correspondence and department policies and procedures.
• Candidate must possess the ability to write correspondence.
• Candidate must possess the ability to effectively communicate in one-on-one and small group situations to customers, clients, and other employees of the organization.
• Candidate must possess the ability to apply math concepts and calculations in the work environment. Ability to apply common sense to problem solve in a work environment.
• Candidate must possess the ability to adapt to fast paced, high volume and ever-changing work environment and be able to handle high stress situations in an appropriate manner.

PREFERRED QUALIFICATIONS

• Bilingual Spanish-English ability preferred.
• Experience using an electronic data management system.
• Cash handling experience.

Other Necessary Requirements

PHYSICAL REQUIREMENTS

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 disabilities to perform the essential functions.

• While performing the duties of this job, the employee is regularly required to talk or hear.
• The employee may be required to sit for extended periods of time and is occasionally required to stand and walk.
• Occasionally the employee may be required to lift and/or move heavy files or objects up to 25 pounds
• The employee frequently is required to use their hands and reach with hands and arms.
• Specific vision abilities required for this job include close vision, distance vision, peripheral vision, and ability to adjust focus such as that used when using a computer or reading.

WORK ENVIRONMENT

• Staff rotates duties on a regular basis between multiple buildings at the Greeley North Campus. Primary office location is in Greeley with occasional travel to South County when department needs require.
• Reliable, predictable attendance within department business hours of 8 a.m. to 5 p.m. Monday through Friday.
• This position is in-person and not eligible for consistent telework arrangements.