Office Support Specialist - Social Services

*Future opportunities for growth and advancement!

The Office Support Specialist is responsible for the completion of the front desk, phone, and walk-in receptionist duties, data entry into various State computer systems, and scanning and indexing of client documentation into an Electronic Document Management System (EDMS). Maintain and troubleshoot office equipment; provide information for repairs as needed and other work as assigned while providing office support services to agency staff and reception/switchboard services to Douglas County Social Services and Horizon Public Health.

ESSENTIAL DUTIES AND RESPONSIBILITIES:  The duties listed are intended only as illustrations of the various types of work that may be performed.  The omission of those specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. 

• Asks questions in person and by phone to determine clients' needs and directs the clients to the appropriate staff member.
• Assists clients in the proper completion of program forms.
• Provides clients with information on other community resources.
• Responds orally and in writing to general inquiries based on knowledge of previous situations and knowledge of agency programs, policies, and procedures.
• Responds to requests for information or questions from other employees by personal contact, phone, or e-mail.
• Types and edits materials using knowledge of procedures to determine the correct format, and questions the author if something is missing or incorrect.
• Composes form letters or other routine correspondence.
• Types and/or prepares special reports using knowledge of specialized software programs. 
• Assembles and sends application materials, attachments, and other forms based on knowledge of standard agency procedures.
• Codes, records, matches, posts, tallies, verifies, and/or corrects data in order to maintain accurate records and mailing lists.
• Maintains administrative or fiscal data and assists in preparing reports.
• Sorts and distributes incoming mail and collects and prepares outgoing mail.
• Process outgoing Douglas County mail (USPS and UPS).
• Accept payments and prepare receipts for payments made at the front desk.
• Maintains adequate inventory of office supplies and forms required for agency operation.
• Copy information for agency staff and send faxes as requested. 
• Enters information into and retrieves information from databases.
• Assists in the training of new office support staff.
• Complies with all rules and policies in order to maintain a safe work environment.
• Reliable, predictable attendance and punctuality.
• Other duties, as assigned or apparent.

REQUIRED MINIMUM QUALIFICATIONS AT HIRE:
Education
High School diploma or equivalent.

Experience
The position requires computer and typing skills.

Licenses and Other Requirements: 
Possess a valid Minnesota Drivers License.

REQUIRED MINIMUM KNOWLEDGE, SKILLS, ABILITIES, & QUALITIES AT HIRE:
Knowledge of business English, spelling, grammar, and punctuation.
Knowledge of basic math.
Knowledge of general office practices and equipment.
Ability to operate a variety of office machines.
Ability to understand and apply oral and written instructions.
Ability to organize and prioritize one's own work.
Ability to use human relations skills to positively interact with and to work constructively with clients and other employees.
Ability to do sustained typing accurately at a satisfactory rate of speed (for some positions).
Ability to maintain the confidentiality of non-public information according to laws, rules, and policies.
Ability to organize information into written documents and reports.

This recruitment closes at 4:30 p.m. on May 28, 2026,