Job Description

Posting number: 2600358

Department: Department of Human Services

Division: Finance, Quality, & Support Services

Job classification: Operations Assistant

Posting type: Open

Categories: Social Services, Human Services, Customer Service, Office and Administrative Support

Are you someone who enjoys keeping operations running smoothly and takes pride in delivering exceptional service behind the scenes? Do you thrive in a role where every day brings a mix of administrative, logistical, and hands-on responsibilities? If you're organized, dependable, and enjoy supporting a large team through efficient problem-solving and attention to detail, apply today!

This is an in-person position. This position has an anticipated work schedule of Monday – Friday, 8:00am – 5:00pm, subject to change.

Due to the sensitive nature of this role, additional background checks may be required, including a Government Program Fraud check and Child Welfare Abuse & Neglect database (TRAILS) check.

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This position provides services to ensure effective and efficient operations, including the collection, processing, and distribution of mail, and performs general administrative duties. Assists in the operations of in-house "forms/reproductions" functions and in the maintenance of all printing and fax machine equipment. Orders and distributes supplies and maintains inventory records; drives a County vehicle for pick-up and delivery of supplies and materials. Manages County vehicles assigned, which may include initial staff member setup, reservation of vehicles, and maintaining mileage records. Provides support functions as needed. Employment is subject to the terms, conditions, and policies detailed in the Personnel Policies Manual (PPM). This position requires regular in-person presence as an essential job function.

Examples of duties

• Collects, processes, delivers, and maintains records of incoming and outgoing mail. Weighs mail and applies proper postage/labels. Examines mail for appearance; ensuring all mail is properly addressed, sealed, and labeled correctly; forwards misdirected mail to the appropriate department/office.
• Drives daily to deliver and receive mail from various County departments and the United States Post Office.
• Records postage meter readings daily; keeps accurate records of department usage and provides reports to finance to replenish postage on the postage metering machine as needed.
• Performs in-house "forms/reproductions" functions, such as producing forms, marketing materials, name badges, program brochures, business cards, letterheads, etc., as assigned. Provides and updates form control manuals and maintains a master record for reproduction of items.
• Maintains records of printing requests for tracking various program operating expenses.
• Orders and maintains adequate office supplies and inventory records; unpacks incoming freight and verifies invoices; maintains supply cabinets in an orderly fashion; stocks and distributes supplies.
• Ensures all purchasing of office supplies and equipment has necessary approvals. Processes, monitors, and audits invoices and credit memos for purchases made.
• Maintains and services mailroom/supply equipment, such as printing, fax, and postage machine equipment. Performs regular maintenance and schedules preventative maintenance or repairs on mailroom/supply equipment; contacts vendors for technical service as necessary to keep equipment operating properly.
• Manages County assigned vehicles, which may include initial staff member setup, reservation of vehicles, and maintaining mileage records. Occasionally moves county vehicles for scheduled maintenance and department needs. May be required to inspect, operate, and maintain an assigned vehicle and it’s cleanliness; schedules preventative maintenance or repairs.
• Performs general administrative duties, including data entry, filing/archiving documents, and packaging as needed.
• Assists in replenishing of in office hygiene and sanitizing materials as well as personal protective equipment as assigned.
• Performs other duties as required.

Supervision Exercised: This classification does not have supervisory authority and requires no supervision or direction of others.

Supervision Received: Receives direct supervision. This classification normally performs the duty assignment after receiving detailed instructions as to methods, procedures, and desired end results with little room for deviation. Frequent direction, guidance, and coaching from supervisor is expected.

Qualifications

Knowledge, Skills & Abilities

• Working knowledge of personal computers, office/supply equipment, and print shop software. Ability to use standard office equipment, including computer, fax machine, copier, and telephone.
• Must be detail-oriented and ensure accuracy in work.
• Ability to efficiently plan, schedule, and organize.
• Ability to assess situations and make prudent and appropriate decisions; ability to use conflict resolution and problem-solving skills.
• Ability to work independently and with minimal supervision.
• Ability to communicate and work effectively with co-workers, DHS personnel, and vendors. Ability to provide excellent customer service.
• Ability to maintain confidentiality.
• Maintain regular and punctual attendance.

Required Education & Experience

• High school diploma or equivalent education.

Preferred Education & Experience

• Experience in an office setting or operating a supply/mail room.
• Experience providing technical support for office equipment.
• Experience working in Microsoft 365.

Licenses/Certificates

• Must possess and maintain a valid driver's license.
• Must obtain and maintain necessary certifications/licenses as applicable to position.

Pre-Employment Requirements

• Must pass conditional post offer background investigation, motor vehicle record check, drug screen, and physical examination.

Supplemental information

Duties are performed under varying conditions and require frequent lifting, reaching, bending, walking, and climbing. Duties may be performed in a "print shop" type or mailroom setting; may be exposed to constant machinery noise. Some local travel is required; may be exposed to adverse weather and environmental conditions. Must be able to safely lift and carry up to 35 pounds frequently and 50 pounds occasionally.

The classification specification above is intended to describe the general nature of work, key responsibilities, and minimum qualifications. Minimum qualifications reflect the baseline experience required for the classification. Departments may establish additional or preferred qualifications to address operational needs, assignment complexity, and specialized functions, provided such qualifications are job-related, consistent with the intent of the classification, and as approved by the Human Resources department. Specific job assignments, duties, education, experience, licenses/certifications, and working conditions may vary based on the department or office's needs and the requirements of the assigned position. Changes to this classification specification may only be made by the Human Resources Department.