Otter Tail County is accepting applications for an Office Support Specialist position and to create an eligibility list for future hires. The purpose of the Office Support Specialist position is to provide office support for the Human Services Department.  Human Services employees perform work in the Fergus Falls and New York Mills locations. This position is at the Fergus Falls location. 

 Examples of Duties:

• Coordinates the flow of clients and the general public; determine clients needs and direct clients to the appropriate worker
• Responds to requests for information or questions by personal contact, phone or e-mail; composes form letters or other routine correspondence
• Provides clients with necessary applications, paperwork and information on other community resources; assists clients in completion of forms upon request
• Sorts, assigns, and distributes incoming mail, verifications, applications and faxes; processes outgoing mail
• Acts as a back up to other office support staff in other units in the agency
• Maintains inventory of forms
• Monitors status of office equipment and notifies supervisor if equipment is in need of repair
• Enters and retrieves data in and from the appropriate computer system; prepares data entry for initial applications for all programs
• Opens and closes cases in electronic and paper files; prepares, scans and appends new cases, ongoing verifications and other documents for Income Maintenance and/or Social Services, Child Support program imaging systems
• Receives payments and issues receipts
• Furnishes requested verifications (child support, income, assistance, etc.) to appropriate providers
• Processes the transfer of cases to other counties and Department of Human Services by burning a disc
• Files documents and adheres to retention schedule
• Reviews and redacts cases as requested in accordance with data practices.
• Transcribes dictation from WinScribe
• E-files Court Documents upon request
• Maintains administrative or fiscal data and assists in preparing reports
• Assists in the training of new staff as requested
• Perform other duties as assigned
• Establishes collaborative relationships, participates in the implementation of unit and agency goals, policies and procedures.
• Administrative tasks
  • Attend staff and supervisor/supervision meetings as scheduled
  • Attend conferences as scheduled or agreed upon with supervisor
  • Attend trainings as related to job responsibilities
  • Complete documentation, agency timesheets, and employee records in a timely manner
  • Communicate schedule changes with supervisor
  • Utilize the status (In/Out) Board consistently to keep agency staff aware of availability
  • Utilize SSIS as the case management system, including time documentation, case notes, documents and other systems as applicable
• May assist with duties and responsibilities as outlined in the County Emergency Operations Plan and Continuity of Operations Plan

Minimum Qualifications: 

• High school diploma or equivalent
• General office/administrative support skills, including computer skills
• Driver's License valid in the State of Minnesota

Supplemental Information: 

This is a full-time, 40 hours/week position, and generally the work hours are Monday-Friday 8-4:30 p.m. The 2024 starting salary is $19.28 per hour, depending on qualifications, with potential career advancement to $30.94 per hour.  

The selection process will include an online employment application and the Ergometrics Connect job-related skills test.  Semi-finalists will be invited to interview.  Prior to hire, finalist will be required to pass a background investigation and reference check.  A standard one year probationary period applies.

How to Apply

To apply for this position, click on desired job title, then the "Apply" link.  On-line applications are stored on a secure site.  Only you and authorized employees of Otter Tail County have access to the information submitted.

When filling out any employment application materials for Otter Tail County, you must include your entire employment and education history.  Failure to do so may render your application incomplete.

Veterans Preference

Eligible veterans as defined by Minnesota Statute 197.447 may claim Veterans Preference during the hiring process.  A DD214 and required supporting documentation must be included with the employment application to receive preference.

Background Investigation

All employment offers are contingent upon the applicant passing a background investigation which may include, but are not limited to, gathering information from the following sources: Bureau of Criminal Apprehension, other law enforcement agencies, court documents, educational institutions, previous employers, Minnesota Driver and Vehicle Services, military records, Immigration and Naturalization Services, and known associates of the applicant.

Criminal convictions are not an automatic bar to employment.  Each case is considered on its individual merits and the type of work sought.  Making false statements or withholding information during the  hiring process will cause you to be barred from employment or removed from employment.

Otter Tail County is a tobacco-free workplace.

Otter Tail County does not discriminate on the basis of political affiliation, race, color, creed, religion, age, national origin, sex (pregnancy, gender identity, sexual orientation), marital status, familial status, status with regard to public assistance, membership or activity in a local commission, disability, or genetic information.