Administrative Specialist (Human Services)

Salary : $17.61 Hourly

Location : Government Services Center - Westtown, PA

Job Type : Full Time, Non Exempt

Remote Employment : Flexible / Hybrid

Job Number : 03050

Department : Human Services

Division : Human Services Administration

Opening Date : 08 / 08 / 2024

Closing Date : Continuous

Weekly Hours : 37.5

Shift : 8 : 30am-5 : 00pm

Summary

The Administrative Specialistwill answer and make calls, supply information and referrals (must have good understanding of community and Human Services Department services), assist walk-ins and administer waiting room functions for Aging, Children Youth & Families, Human Services, Drug & Alcohol, Mental Health / IDD, and the Youth Center, as needed.

The Administrative Specialistprovides administrative support to the various Human Services departments to include, but not be limited to, spreadsheet and database management, coordinating meetings and trainings, copying, compiling records and reports, filing, typing, handling mail, ordering supplies, creating departmental publications, and completes various special projects, Answer calls for all County lines.

Transfer and / or provide guidance.

Bilingual applicants are encouraged to apply

A person in this position is expected to demonstrate the system of care practice model, which maximizes all resources around an individual or family.

The system of care includes child and adult serving agencies and community partners that join with an individual or family to meet their goals.

Essential Duties

Assist callers requesting information via telephone and referral calls. (This includes County staff as well as knowledge of and referrals to community resources;

use Propio, as needed, to assist callers; must be able to efficiently route a caller to the appropriate staff member.)

• Sort, log and deliver incoming mail by department.
• Provide backup for other office support positions as needed.
• Answer calls for all County Department Lines. Transfer and or provide guidance as needed.
• Answer calls for DHS departments as an emergency back-up (as needed).
• Provide administrative support as needed.
• Monitor and distribute incoming faxes, mail and requests for information.
• Operate and maintain office equipment.
• Perform other duties and office functions, as required (e.g., data entry and / or use software to search for resources, attend / facilitate meetings, etc.).
• Complete special projects as required by the requesting departments within specific parameters and within specific deadlines (i.

e. update / revise department directories, create mailings, etc.).

• Coordinate all logistics for training programs / classes to include room scheduling, training attendance, copying, flyers, setting up equipment and so forth.
• Scan documents as needed.
• Maintain databases, logs and spreadsheets.
• Maintain the filing system and ensure that all filing is completed accurately and with defined timeframes.
• Assist in the maintenance / supply of the packets system : ensure all documents, forms and information contained in the packets are current.
• Create and maintain departmental publications and replenish resource pamphlets for community residents.
• Assist with obtaining information and submitting Early Intervention referrals for consumers.
• Order supplies and maintain supply room.

Qualifications / Preferred Skills, Knowledge & Experience

• High School Diploma or General Education Degree (GED).
• At least one year of general office experience.
• Excellent verbal and written communication skills.
• Departmental subject matter expert.
• Ability to multi-task, be self-directed and display independent thinking as needed.
• Strong computer skills.
• Excellent time management and organizational skills.
• Ability to work independently and as part of a team.
• Intermediate skills using a personal computer and various software packages.
• Strong typing skills.
• Able to use standard office machines (fax, copier, calculator, paper shredder, scanning machines, etc.).
• Strong interpersonal skills.
• Strong grammar and spelling skills.
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
• Flexible, creative and able to take the initiative.

Preferred Skills, Knowledge & Experience :

• Associate's degree with courses in Office Administration or equivalent combination of education and experience.
• One year of office experience with multiple tasks.
• Bilingual (English / Spanish)
• Excellent customer service skills.
• Ability to establish priorities and carry tasks to completion.
• Ability to handle and resolve recurring problems.
• Accurate and detail oriented.
• Ability to follow office protocol.
• Ability to use common sense understanding to carry out written or verbal instructions.
• Strong knowledge of County policies and procedures.

Additional Information

Relevant background checks, clearances, physicals, drug tests, and any other assessments or evaluations will be conducted after an offer of employment is given per County policy.

Computer Skills :

To perform this job successfully, an individual should have :

• Intermediate Word skills
• Intermediate Excel skills
• Basic Access skills
• Intermediate PowerPoint skills
• Intermediate Outlook skills (Email and Calendar)
• Intermediate Internet skills (for research purposes)
• PeopleSoft skills or the ability to learn PeopleSoft
• Ability to learn, manage and use various state-created database systems for the departments (e.g., CCAPS, HCSIS, Laserfiche, etc.).

Physical Demands :

While performing the duties of this position, the employee is frequently required to stand, walk, sit, bend at the waist and talk or hear.

• Occasionally, climb stairs, twist or rotate at the waist while working, lift items weighing 10 to 15 pounds for a height of approximately 12 inches;
• and carry items weighing 10 to 15 pounds for a distance of 10 feet. On rare occasions, the employee will need to reach above shoulders;

work with arms above shoulders; kneel, stoop, crouch or squat; push items weighing 20 pounds; and work with an uncommon level of noise.

The specific vision requirement listed for this position is :

• Ability to read a computer screen
• Close distance vision

Work Environment :

• The noise level in the work environment is usually quiet to moderate.
• Employee will work inside 100% of the time.

Other :

• This is a highly visible position requiring strong professionalism.
• Must be able to remain courteous and maintain composure under stressful situations.
• Ability to deal with all types of personalities.
• Ability to work extended hours, as required.
• This position requires confidentiality.

The County of Chester offers comprehensive benefits to our employees.

What is your highest level of education?

• No formal Education
• High School Diploma or GED
• Associates Degree
• Bachelors Degree
• Masters Degree
• Doctorate or higher (includes Juris Doctorate and Medical Doctorate)

How many years of general office experience do you have? (general office skills involve : typing, filing, organizational and computer skills)

• None
• less than 1

Required Question