ADMINISTRATIVE SUPPORT SPECIALIST

Provides support to the Community Services Campus and DHS staff using

discretion, confidentiality and professionalism. Provides frontline customer

service to visitors, clients and staff. Provides complex administrative and

clerical work, including but not limited to: scheduling clients in the

Economic Assistance division Queue database, assisting the public by

listening to inquiries and complaints, making suggestions, redirecting

clients to community resources and completing special projects as assigned.

Oversees the administrative operation of the Department. Protects client s

personal identification and information. Uses independent judgment,

initiative and discretion in performing clerical and administrative work of a

complex nature with attention to detail, strong customer service skills,

excellent teamwork and the ability to multi-task. High level of personal

responsibility for EBT, Bus Pass. and Gas card inventory. Performs clerical

support and reception responsibilities for the Human Services Department and

its respective Divisions located at the Workforce Center, Child Welfare area

and Economic Assistance lobbies. Rotates to provide coverage and assistance in

all areas of the Department. Interacts with the public, in person and on

the phone, to respond to inquiries, receive complaints and resolve problems.

ESSENTIAL JOB FUNCTIONS:(The following duty statements are illustrative of

the essential functions of the job and do not include other non-essential or

marginal duties that may be required. Our company reserves the right to modify

or change the duties or essential functions of this job at any time. All

responsibilities may not be performed by all incumbents.)

Communicate and conduct daily administrative support in a professional,

clear and detail-oriented manner. Greets and directs incoming clients and

visitors, furnishes applications and forms for their completion. Maintains

supplies, client packets, and community information for client and staff

use. Answers and directs calls coming into the Department and CSB campus.

Prepares incoming mail for internal distribution and outgoing correspondence.

Stays aware of potential safety issues in the lobbies and relays possible

adverse issues to the Safety Manager or law enforcement as needed. Uses

de-escalation techniques to deal with escalated clientele while providing

courteous and professional customer service.

Issues EBT cards for cash and food benefits. Interacts with clients to ensure

and verify accurate and updated confidential information. Enters information

into the EBT Edge system in compliance with State and County rules and

procedures.

Is responsible for individual EBT card inventory ensuring all EBT cards are

accounted for daily. Prepares daily letters and forms for EBT reconciliation.

Issues bus passes and gas cards (with cash value) in compliance with State

and County rules and procedures. Responsible for maintaining individual

inventory of cards and ensuring all cards are accounted for.

Handles identification, confidential and/or sensitive information

requiring use of discretion. Verifies client information in the State system

when applicable and provides statistical information as requested by the

State. Obtains and maintains knowledge of all State and County programs.

Maintains knowledge of state systems including but not limited to: EBT

Edge, Colorado Benefit Management System (CMBS), is knowledgeable of

CBMS forms and correspondence, and of all community resources to

proficiently direct clients to appropriate staff and/or agencies to help

clients receive the benefits they qualify for and to enhance their living

conditions. Receives payments from clients and issues receipts.

Researches and applies payments to correct case. Handles cash, check and

credit card payments ensuring confidentiality of sensitive information.

Performs accurate reconciliation of daily receipts and forwards to Accounting.

Proces es incoming mail, client paperwork and internal routing and

distributes throughout the Department. Inputs client information and informs

caseworkers of appointment arrivals. Prepares outgoing mail for USPS,

Federal Express, Certified and UPS, etc. Routes all State and County mail

Routes voter registrations to Clerk and Recorder's office. Electronically

sends registration totals to the State each month. Pulls files for auditors

and burns documents to CD. Coordinates purging of files in accordance to

state regulations. Maintains confidentiality and security of files and all

client information. Orders and stocks inventory of supplies for the

Department. Distributes supplies as requested by employees. Recycles forms as

they become obsolete. Stocks lobby with pamphlets and brochures. Receives and

distributes all purchases for the Department. Proactively researches and

presents more efficient practice ideas to supervisor and team to streamline

daily responsibilities.

Performs general typing projects, mail merges, creates and maintains

document templates for the Department. Creates professional quality documents.

Produces multiple copy projects for employees and distributes - including

collating, binding and mailing. Also performs various duties such as

laminating, use of folding machines and maintains copy machines with toner

or minor general maintenance. Provides administrative support to other teams

as requested by supervisor, and other duties as assigned. Covers Community

Services Building upstairs and downstairs reception windows and the Workforce

Center Reception area as needed. Establishes and maintains liaison with all

County Departments for the purpose of serving our clients. May perform other

general clerical functions in support of division and agency needs. If

bilingual, translate forms to Spanish for client use. Interprets for Spanish

only speaking clients during Eligibility interviews as needed. Oral and

written communications must be clear and effective. Performs other related

duties as assigned.

MINIMUM REQUIREMENTS:Education and Experience:

High school diploma or equivalent and two (2) years of extensive public

contact and clerical experience appropriate to the assignment.

Any combination of education, training and experience which provides the

Knowledge, Skills And Abilities Required For The Job.

SUPPLEMENTAL INFORMATION: PHYSICAL REQUIREMENTS AND WORKING ENVIRONMENT:

This position requires standing, stooping, sitting, bending,

twisting, and lifting up to 25 pounds. Work is generally confined to a

standard office environment. In compliance with the Equal Pay for Equal Work

Act the following items can be used as a determining factor in the starting

and ongoing wage of an employee working in this position: A seniority system

that rewards employees based on length of employment. ...see application link f