Program Associate, Senior

POSTING TYPE: Open Competitive
DEPARTMENT: Employment and Economic Assistance
HOURS: Full-time
PREFERRED SALARY RANGE: $50,194-$62,742 Annually
FULL SALARY RANGE: $50,194 - $78,428 Annually (Grade Level 105)
LOCATION: Northern Service Center, West St. Paul, MN
UNION: AFSCME 306
CLOSE DATE: 4:30pm on January 8, 2025

The Position

The Senior Program Associate provides a variety of support to the clients and staff of Employment and Economic Assistance (EEA). This is a primarily onsite position located in the EEA Mailroom. This position may be eligible for telework after training period has completed. The primary functions of this role will be to process incoming mail, drop boxes, and digital inboxes for incoming and outgoing documents for the department. The position requires strong communication skills (both written and verbal), the ideal candidate should be organized and flexible and have experience managing multiple priorities in a complex and fast-moving work environment.

* Associate's degree in business administration, human services or related field AND One (1) year of progressively responsible administrative experience in an office environment.
OR
* High School Diploma AND Three (3) years of administrative experience in an office environment.
OR
* Current combination of education and experience to total 3 years.
AND
* Candidate must be proficient at keyboard skills including typing at least 45 WPM.

Preferred Qualifications:
* Experience in working with diverse populations and clients with limited English proficiency
* Bilingual skills are desirable
* High level of skill with Microsoft Office applications
* Experience in electronic databases and records management systems

To be eligible for hire, an applicant must successfully complete a background check and meet the criminal history background criteria required to access certain networks/systems necessary to perform the essential functions of the position.

These examples do not include all possible tasks in this work and do not limit the assignment of related tasks in any position of this classification. Regular attendance according to the position's management approved work schedule is required for all positions.

1. Provide administrative support to the department and/or program, including but not limited to: organizing, preparing, and maintaining forms, documents and other program materials; maintaining office equipment, calling for maintenance; processing incoming and outgoing applications, mail and faxes; photocopying documents and distributing to appropriate parties.
2. Recommend and develop internal work methods and assists with establishing new procedures and processes to accommodate administrative and program activities.
3. Research client data in multiple state and county systems to assist customers for program support.
4. Serve as a floater/trainer, covering support staff positions and training new staff in the unit as necessary.
5. Initiate and manage specific program transactions, which may include processing billings, issuing checks and cash handling while adhering to appropriate process and procedures.
6. Create and manage records according to state and county policies and procedures.
7. Utilize Electronic Data Management system by scanning, indexing, and distributing documents.
8. Utilize and implement appropriate security measures when handling confidential or sensitive materials, according to HIPAA and Data Practices guidelines.
9. Performs special projects in support of department programs.
10. Other duties as assigned.

• Knowledge of State, Federal and County guidelines for appropriate programs.
• Ability to deal effectively with multiple and sometimes conflicting demands while maintaining composure and professionalism.
• Ability to work effectively with clients and staff from diverse cultural and ethnic backgrounds.
• Ability to recognize and comply with HIPAA and other data privacy regulations.
• Ability to audit and reconcile various financial records for accuracy related to program services.
• Knowledge of productivity application software (Microsoft Office, etc.).
• Understanding of mission and vision of department and program operational guidelines, business practices, staff needs, and client service outcomes.
• Considerable ability to conduct research, analyze, prioritize, and coordinate work according to client and agency needs.
• Ability to utilize County electronic data management system to organize and manage confidential documents in a centralized method.
• Ability to make problem solve while demonstrating good judgment.
• Ability to work independently and as a team member.
• Demonstrates an understanding of and respect for the diversity of customers, co-workers, and supervisors, including individuals with a disability or whose first language may be other than English.
• Ability to lift 25lbs

BENEFITS:

• Comprehensive and affordable medical, dental, vision, and other benefits
• Excellent work-life balance
• Generous paid time off (accrual rate starts at four weeks per year)
• Eleven paid holidays each year and one floating holiday
• Pension with a generous employer contribution
• Ability to work from home some of the time

SELECTION PROCESS: The examination/selection process for this classification will consist of a rating of your training and experience from the application materials submitted. The top scoring candidates will be forwarded to the hiring department for further consideration.