Office Support III - DHS

Position Summary

Under minimal supervision performs detailed office support and customer service within assigned department or division.

What You Will Do

• Performs customer service and reception duties for the department or division; provides information; directs callers and visitors to the appropriate department or person; takes messages.
• Sets up and maintains office filing systems, files and records using unique identifiers and cross-referencing to avoid duplication; assembles information upon request; develops and maintains related forms and documents.
• Receives, sorts, distributes, and processes incoming or outgoing mail.
• Prepares information including binding, stapling, and copying; distributes packets to appropriate persons including mass mailings.
• Types a variety of standardized, routine documents and letters including but not limited to interoffice memos and administrative forms.
• Processes and monitors purchase orders, personnel requisitions, and maintenance requests.
• Orders, maintains, and distributes office supplies and/or equipment.
• Coordinates, schedules, and makes arrangements for training, meetings, events, tests, and/or similar activities.
• Scans and enters various information into databases.
• Performs other duties as appropriate or necessary for performance of the job.
• Distributes new and replacement Electronic Benefits Transfer (EBT) Quest Cards.
• Prepares various legal documents and letters including notices, subpoenas, and investigative reports, maintains court docket and communicates, delivers, and retrieves information to and from court.
• Executes large volumes of copying/scanning of files; ensures original documents are properly aligned and are within the guidelines of quality control.
• Proofreads, documents succeeding the imaging/scanning process and purges case records no longer needed in accordance with state rules, policies, and regulations; performs Quality Assurance for all paper and electronic files by ensuring data is accurate; assigns, enters, and issues unique record identifier and program assistance information into data repository (electronic/paper-based); validates application information is correctly obtained; corrects information errors in data repository.
• Folds, stuffs, and seals outgoing mail in accordance with United States Postal Service rules and regulations; receives, opens, sorts, and delivers incoming mail to various units/personnel within the department; prepares and receives packages from USPS and Federal Express, and signs for all incoming parcels.
• Responds to DHS Units: Protective Services, Adoption, Long-Term Care (LTC), and Child Support (IVD) regarding services requested.
• Accesses applications in Trails (Child Welfare tracking system) and utilizes common navigation features used to manage work in Trails; works with Child Welfare referrals and assessments for ongoing and/or short-term services; uses reports and seeks Trails helpdesk assistance when necessary; records, saves information, and closes cases in Trails when required.
• Executes large volumes of copying/scanning of files and ensures original documents are properly aligned and are within the guidelines of quality control; works with department Technicians in verifying that all data entries are entered correctly and communicates when information needs to be corrected; initiates IT help desk ticket to help troubleshoot system issues, errors, and/or data entry problems.
• Maintains and updates face sheets and creates and delivers labels to caseworkers; uses and maintains spreadsheets to contain caseworker requests and customer data.
• Assists with coverage of the Director’s Office and coverage of the Front Desk with EBT issuance as needed.
• Assists with coverage in other areas as needed.

What You Have

REQUIRED EDUCATION:

• High School Diploma or GED equivalency.

• Minimum of two years of clerical experience.

• Valid driver’s license at the time of application and at time of hire.

• Must successfully pass background check.

What Pueblo County Offers

• Comprehensive Benefits package (medical, dental, vision, etc.) for full-time employees
• Generous Vacation and Sick Leave Accrual
• Remote & Hybrid working opportunities
• County Retirement Program
• Autonomy to grow and find your career path with supportive leadership
• Truly inclusive and diverse environment
• Fitness Center (Historic Pueblo Courthouse Bldg)
• 4-week Paid Parental Leave Benefit

EMPLOYEE BENEFITS SUMMARY
2025

HOLIDAYS

• New Year's Day - January 1st
• Martin Luther King, Jr. Day - January 20th
• Presidents' Day - February 17th
• Memorial Day - May 26th
• Employee Appreciation Day Picnic - June 4th
• Juneteenth Day - June 19th
• Independence Day - July 4th
• Day before Labor Day - August 29th (Early Release at 12:00pm)
• Labor Day - September 1st
• Francis Xavier Cabrini Day - October 6th
• Columbus Day / Indigenous Peoples' Day - October 13th
• Halloween - October 31st (Early Release at 3:00pm)
• Veteran's Day - November 11th
• Day before Thanksgiving - November 26th (Early Release at 12:00pm)
• Thanksgiving Day - November 27th
• Day after Thanksgiving - November 28th
• Christmas Eve Day - December 24th
• Christmas Day - December 25th
• Day before New Year's Day - December 31st (Early Release at 12:00pm)
• One (1) Personal Day **
• One (1) Commission Appreciation Day ***

* = Regular Part-Time Employees who are scheduled to work on a 2025 Holiday will receive Holiday Pay for two (2) of the Holidays of their choice (marked with the single asterisk * above) as approved by their Elected Official or Department Director

• When a holiday falls on a Saturday, Friday will be celebrated as the County holiday
• When a holiday falls on a Sunday, Monday will be celebrated as the County holiday
• Personal Day **: Paid day off chosen by the employee and approved by their Elected Official or Department Director
• Commissioner Appreciation Day ***: Paid day off chosen by the employee and approved by their Elected Office or Department Director
• Elected Officials and Department Directors may vary these holidays based on the needs of their offices/departments.
• Early releases are at the discretion of the Elected Official or Department Director and may vary based on the operational needs of their offices/departments.
• All time off work taken by County employees for the days designated as Early Release shall be considered holiday time off for purposes "worked time" in determining Overtime in accordance with the Fair Labor Standards Act (FLSA).
• If an employee is absent the day preceding or following the holiday without prior approval, the employee will not be paid for the holiday

*** The above 2025 Holiday Schedule resolution number 24-215 was approved by the Board of County Commissioners on October 15th, 2024***

DEPARTMENTS SCHEDULED TO WORK ON HOLIDAYS
Due to operational requirements, some employees will be required to work on holidays. The employee must take the holiday by the end of the month following the holiday at a date approved by their Elected Official or Department Director

SICK LEAVE
Regular full-time employees accrue eight (8) hours per month with a maximum accrual of 960 hours.

VACATION LEAVE

• Upon initial date of hire: earn eight (8) hours per month with a maximum accrual of 144 hours.
• After 5 years: earn twelve (12) hours per month with a maximum accrual of 216 hours.
• Ater 10 years: earn sixteen (16) hours per month with a maximum accrual of 288 hours.

RETIREMENT
All Regular Full-Time employees and Elected Officials are required to participate in the County Retirement Plan upon completion of one (1) month of continuous employment. A pre-tax deduction of 8.25% will be deducted from the employee's monthly pay.

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EMPLOYER MEDICAL CONTRIBUTION
Pueblo County's contribution toward the purchase of your benefit options on a tiered approach and based on which medical plan you elect.

If Benefit Selections:

• Are greater than the employer contribution dollar amount, the difference is deducted from paycheck
• Are equal to the employer contribution dollar amount, there is no effect on pay
• Are less the employer contribution dollar amount, additional pay or cash back is not optional

Your monthly cost = (monthly pay)/100 x 0.410

BASIC LIFE AND AD&D BENEFIT (required)
Employees are required to purchase the basic option for $3.10, however, they may elect to purchase additional coverage.

FLEXIBLE SPENDING ACCOUNT (optional)
This benefit allows you to pay for certain expenses (medical and/or dependent care needs) with "pre-tax" dollars. You specify the dollar amount you would like deducted from your monthly paycheck (minimum of $25), then when you incur an eligible expense, you pay it. Then you submit a claim form and original receipt for reimbursement.

Note: According to IRS rules, any funds left in your FSA account(s) at the end of the year cannot be returned to you. They are considered "use or lose" funds.

ADDITIONAL INSURANCES/BENEFITS (optional)

• Optional Life Insurance
• Spouse/Dependent Life Insurance
• Other Self-Funded Retirement Plans