Office Support Specialist

Closing Date: 4/29/25

Carlton County Public Health & Human Services is seeking (to hire) a part-time office support specialist who has a passion for working daily with Carlton County residents in a positive team environment. This position offers a daytime, weekday schedule.

Why join Carlton County? The Public Health & Human Services department is committed to providing a welcoming environment. We offer:

• Prorated personal paid time off and prorated paid holidays
• Flexible scheduling and opportunity for part-time remote work
• Comprehensive insurance including medical, dental, vision
• Advancement/professional development opportunities
• Employee Assistance Program
• Employee well-being valued and culture of self-care
• PERA pension plan
• Limited evening and weekend hours may be worked for some positions.
• The Minnesota Rural Public Health Nurse Loan Forgiveness program may be applied for if meet criteria(competitive)

https://www.health.state.mn.us/facilities/ruralhealth/funding/loans/publichealth.html

Healthcare Benefits:

Family Health Insurance - Monthly Premium of $320.16

Single Health Insurance - Paid in Full by Employer

**HEALTH INSURANCE DEDUCTIBLES COVERED IN FULL WITH A VEBA ACCOUNT FUNDED BY EMPLOYER

BASIC FUNCTIONS:

Aid and support the Adult Social Services, Disabilities Services, Family Social Services, Family School Support and Children’s Mental Health, Income Maintenance, Public Health, Long Term Care, Child Support & Collections units, and Administrative staff of the agency, in completing the paperwork, research, typing, filing, scanning, organizing and keying of case and/or agency information into files, letters, reports, etc., to meet requirements and standards set by the State and Federal Department of Human Services.  Assist clients, other agencies, departments, and internal/external personnel in person, over the telephone, and via email or other electronic communication based on the recipient’s needs. Provide clerical support for Cook County Child Support and Collections cases as well as to PH&HS staff in the county jail setting.

ESSENTIAL FUNCTIONS: 
PROGRAM SUPPORT

• Parallel Protection Process: serve as recorder for settlement conference; prepare legal settlement agreement for interested parties and notarize prior to dissemination; assist conference mediator as requested.
• Input new social service intakes into SSIS and monitor for updates, changes, and closings as necessary.
• Review, for accuracy, agency renewals submitted by clients for program eligibility. Notify staff as to what action was taken.
• Scan and index client documents for program eligibility and case file documentation. Enter action taken into state system case notes.
• Screen and assign new financial applications; refer to proper workgroup; enter all necessary data into State system.
• Perform support of Financial Assistance programs to include: out-of-county transfers, overpayment verifications, MLAR report checks, online applications, and housing verifications. Process income maintenance renewals. Send proper paperwork to client if renewal incomplete. 
• Access and research death notices for estate/probate. Compile and print all necessary information. Create file for County recoupment. Close and scan files.
• Input data and process child support service papers to all appropriate parties. Open, scan, transfer and close files. 
• Process and maintain client information for Public Health programs, as well as system maintenance and reporting.
• Assist public health nurses with community clinics.
• Add and monitor program participants in order to track progress and services.
• Perform inventory tracking of supplies required to fulfill program requirements.
• Scan and file packets for numerous programs which agency staff utilizes for client services. Program packets for Financial Services, Public Health Services, Child Support Services, Long Term Care Services, Mental Health Services, Family Social Services, Adult/CD Services, and Disability Services. Provide program information to clients and community through outreach of services.
• Prepare and assign foster care applications for IV-E and Medical Assistance.

ADMINISTRATION

• Determine financial eligibility for WIC clients after screening applicants. Prioritize if waiting list is needed.
• Review WIC benefits and ensure they are available to clients, including transfers and re-issue. Forward to other staff as necessary. 
• Maintain and track car seat inventory for grants and health plans.
• Prepare monthly and quarterly budgeting and statistical reports.
• Create service arrangements for payment of invoices for Adult Social Services.
• Prepare documents and evidence for court trials and deliver to Carlton County Attorney’s Office as requested.
• Track county birth referrals for nursing staff.
• Serve as the front desk contact for building lock-down, lock-down testing, safety, security, and video surveillance.
• Schedule agency resources, which include, but are not limited to meeting and room scheduling, county car availability, employee on-call calendars, and technology or special equipment.
• Maintain FTI visitor documentation along with user/vendor spreadsheet.
• Maintain and track agency credit cards, forensic equipment, county car fleet and other items that may be checked out for use by county staff.
• Screen social services vouchers for accuracy, fill in SSIS coding information, and scan into system for supervisor/Accounting Department approval.
• Make phone calls or send emails on behalf of supervisors to schedule job interviews.
• Administer PH&HS vehicle fleet, including ensuring current county insurance and gas cards are in the vehicles; tracking vehicle mileage and service dates; maintaining supplies in the vehicle as needed; coordinating with appropriate county staff to schedule necessary vehicle maintenance; assisting to coordinate vehicle detailing as needed. Communicate with PH&HS staff when vehicles are out-of-service and not available for use.
• Register staff for conferences and re-certifications as requested. Complete payment voucher and submit along with receipt to accounting. If county credit card was used, submit to Office Services supervisor.

CASE LOAD MANAGEMENT

• Perform background studies and background checks. Adam Walsh background studies, outside agency background study, MNBCA background studies, and legal Non licensed respite care. NetStudy 2.0 – Child Foster Care, Family Child Care, and Legal Non-Licensed Child Care.
• Perform transcription of forensic interviews, proofread and save file to appropriate file management systems.
• Create child protection/welfare intakes resulting from investigations, assessments or case management. Process case entry, opening, transfers, and closings for Child Protection, Child Welfare, and Children’s Mental Health program areas. 
• Generate, disseminate and track status of correspondence in compliance with program, state and federal guidelines. Generate, disseminate and track status of ICWA/MIFPA documentation in compliance with state and federal statutes.
• Ensure that required timeframes are met; prepare and process legal documents which are forwarded to Court Administration as directed.
• E-file documents and obtain documents through the appropriate systems.

• Maintain County Referral Decision List (CRDL) creating new Child Support cases as needed.
• Coordinate sending the Individual Service Plan (ISP) of clients to providers.
• Track and record certifications and doctor’s orders for Public Health client charts.
• Manage agency case files; prepare charts and case files for state, federal or health plan audits.
• Maintain, update, and scan paperwork for agency files in order to ensure accurate information.
• Perform Random Moment Validation for Social Services Time Study, Income Maintenance Random Moments Study and Local Collaborative Time Study as requested.
• Responsible for destruction and record retention of agency files.

CUSTOMER RELATIONS

• Provide excellent customer service, delivering quality public services and service experiences to customers. Help to develop and maintain effective customer service practices and a respectful workplace. 
• Greet and direct clients\visitors coming into agency in a courteous manner.
• Answer and route incoming telephone calls promptly. Provide information and referral service directing calls to other agencies.
• Assist clients with completion of agency paperwork as needed. As necessary, travel to alternate locations to assist client with completion of agency paperwork. 
• Make copies, scan or email documents for clients as requested.
• Schedule appointments for various client services.
• Distribute appropriate program applications as requested.
• Provide Notary Public services for internal and external customers.

OFFICE SUPPORT SERVICES

• Perform clerical functions unique to the department to which assigned which include word processing, photocopying, scanning, e-filing and data entry duties to include, but not limited to correspondence, forms, press releases, grant proposals, reports, assessments, referrals, authorizations, service papers, and contracts.
• Support major projects, which include mass mailings, special projects (brochures – creating/updates/revising), photocopying, development of presentations, preparing materials for training, meetings, etc. 
• Generate correspondence, fax, mail and/or deliver documents and releases to different agencies upon request.
• Pick up mail at post office as needed, sort, distribute by unit, open, date stamp, and file/scan as required. Serve as weekly courier between PH&HS and Carlton County Courthouse, picking up and delivering inter-office mail at each location.
• Transport DNA samples to post office for mailing.
• Maintain electronic sign-in/sign-out statuses and modify schedules of workers out of the office, in meetings or unavailable for calls as requested by staff.
• Check incoming electronic faxes, e-mail to appropriate staff or import into case file as appropriate.
• Troubleshoot office equipment issues; assist staff with technology and software questions.
• Log all incoming agency checks.
• Establish and maintain information and referral address/phone lists, agency pictorial directory, and other databases. Establish and maintain other community resource information and data.
• Order, inventory, and maintain all agency office supplies and various medical supplies as requested.
• Assist Office Services Unit supervisor and other supervisors with training new staff as needed or requested.
• Provide back up support to all others within the Office Support Unit.
• Minute recorder for meetings as assigned.

Education and Experience:

• High School graduate or equivalent.
• Three (3) years office experience, including experience working with computers, various word processing software, spread sheets, data programs, and the public is essential. 

Training Required: 

• Microsoft Office products to include Word, Excel, Outlook, Teams, etc.

REQUIRED AT ENTRY:

• Knowledge necessary to operate and troubleshoot numerous office machines, including but not limited to: desktop and laptop computers, multi-line telephone/voicemail, photocopiers, portable printers, Smartboard, fax machine, scanner, calculator, video viewer and digital recorder. 
• Knowledge of business English, spelling and grammar.
• Working knowledge of MN Data Privacy Act and HIPAA as it pertains to work of the unit and agency.
• Knowledge of community resources available for clients and co-workers.
• Proficient skill in typing/data entry.
• Skill in interacting with people with diverse ethnic and racial backgrounds, people with mental and physical disabilities, and people in stressful situations.
• Ability to work independently.
• Ability to organize, prioritize and complete a variety of different assignments at various stages in order to meet deadlines with minimal supervision.
• Ability to communicate effectively with co-workers and clientele which may, at times, include the use of the Limited English Proficiency (LEP) plan.
• Ability to think quickly and handle difficult situations when answering the phone and dealing with clients.
• Ability to think quickly and handle issues of safety for staff and the public as it arises due to tense or threatening situations, severe weather and medical emergencies in public health & human services buildings.
• Ability to work with the public in an attentive and pleasant manner.
• Ability to exercise prudence, care, and accountability with the use of financial resources.
• Ability to demonstrate flexibility and willingness to create, implement, and adapt to new ways of doing things. 
• Ability to cooperate with clients, co-workers, general public and other agencies.
• Ability to work positively in a team environment and function constructively during conflict resolution.
• Ability to accept and adhere to our agency mission statement and core values which include Integrity, Diversity, Accountability, Respect, Compassion and Wellness.
• Ability to lift and carry up to 20 pounds.