Office Specialist

Office Specialist (Evergreen) (Open) The Department of Health and Human Services is seeking a detail-oriented, dependable Office Specialist to provide essential technical and administrative support to our agency. Under general supervision, this position performs moderately complex clerical and administrative functions to assist a unit, section, or supervisor with activities such as permitting, licensing, claims processing, data management, and customer service. This role requires the ability to follow standardized procedures, apply agency-specific guidelines, and ensure accurate and timely completion of assigned work. The Office Specialist will interact frequently with internal and external stakeholders, requiring strong communication, professionalism, and organizational skills. Valid driver's license is required. What We Offer: State-matched retirement contribution of 156% 13 paid holidays Generous leave accruals that begin immediately Tuition reimbursement program 79% employer-paid health insurance plans Dental and vision insurance plans Employer-paid $20,000 life insurance policy Career advancement opportunities as the largest and most diverse employer in the state Training and development based on your career goals Employee Assistance Program Key Responsibilities Court Processes & Legal Support: Enter hearings and results into NFOCUS; verify and update court calendars; prepare, distribute, and deliver court reports; prepare and send delivery lists; process ICWA notices; gather and redact files for review; search and provide orders through Justice/NDEN; and manage legal documents such as birth certificates and Social Security cards. Document & Records Management: Print, copy, fax, email, and prepare documents; enter and retrieve information in NFOCUS; maintain agency and kinship packets; manage forms and correspondence; and support accurate data entry and file maintenance. Mail & Communication Coordination: Receive, date-stamp, sort, distribute, and prepare outgoing mail; maintain staff mailboxes; send foster parent letters; and communicate effectively with internal and external partners by email, phone, and in person. Office Operations & Support: Provide reception services including greeting guests and answering phones; schedule and reserve meeting and training rooms; maintain the youth storage closet; disperse parking garage passes; manage office supply ordering and inventory; and prepare workspaces for new hires. Administrative Services: Support general office operations to ensure daily efficiency Requirements/Qualifications Minimum Qualifications: Coursework/training in administrative/office support functions, procedures, and methods including the operation of personal computers and office equipment; or areas related to the programs and functions of the employing agency. OR Experience in customer service or public contact; or applying criteria/regulations; and/or performing administrative/office/secretarial support work including use of personal computers and office equipment. Preferred Qualifications: Experience using databases or tracking systems to enter, retrieve, and manage records or reports. Knowledge of permitting, licensing, or certification processes in a public sector or regulatory environment. Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and comfort generating reports, memos, and correspondence. Other: Valid driver's license. Knowledge, Skills, and Abilities Strong organizational and problem-solving skills. Ability to follow detailed procedures and apply rules accurately. Effective written and verbal communication skills. Strong attention to detail and ability to manage multiple priorities. Ability to work independently with limited supervision and maintain confidentiality.

Created: 2026-03-05