Administrative/Intake Supervisor

Pay Range:

$2,569.86 - $3,023.37 Bi-weekly (DOE)

MONTROSE COUNTY BENEFIT INFORMATION:

2026 Montrose County Benefit Information

General Statement of Duties: Provides administrative support to the Human Services Director and Assistant Director and supervises the department’s administrative support and intake staff. Plans, coordinates and oversees daily administrative and intake operations to ensure efficient workflow, accurate work and responsive customer service. Serves as the Human Services Civil Rights contact for clients and applicants concerning access to or delivery of Human Services programs and coordinates the department’s Civil Rights Plan and complaint review process.

Supervision Received: Works under the direction of the Assistant Human Services Director and establishes methods and procedures for attaining specific goals and objectives and receives guidance in terms of broad goals.

Supervision Exercised: Provides supervision of the Human Services Senior Accounting Technician and Intake Technicians.

Essential Functions: Any one position may not include all of the duties listed nor do the listed examples include all duties which may be found in positions of this class.

• Leads staff and oversees performance management, including setting expectations, providing coaching and feedback, evaluating performance and addressing performance concerns; resolves staff complaints and problems; and supports staff development.
• Manages and coordinates intake processing for Medicaid, SNAP, Adult Financial, TANF, Employment First and LEAP Program.
• Analyzes and reviews current administrative/intake processes and procedures to ensure compliance with applicable County, State and Federal requirements and alignment with organizational objectives; recommends improvements as appropriate.
• Administers and monitors the Human Services Civil Rights Plan and related requirements to ensure clients and applicants have equal access to department programs and services; serves as the first point of contact for civil rights complaints and manages the department’s civil rights discrimination investigation procedures.
• Manages the Electronic Benefits Transfer (EBT) functions and maintains the separation of duties required by applicable State and Federal requirements.
• Develops and monitors the Human Services Administration budget and supports the Human Services Director and Assistant Director with departmental budget preparation, budget data entry, budget transfers and monitoring.
• Manages the Human Services purchasing function, including the procurement of supplies, materials, and services; oversees bids and RFPs for contractor services; and coordinates and tracks contracts through the required approval process.
• Processes all Human Services accounts payable and invoices in accordance with County policies and procedures.
• Oversees scanning and archiving of inactive Human Services case files and verifies that scanned records are complete, accurate and properly indexed. Ensures security, integrity, and confidentiality of data.
• Supports the Human Services Director and Assistant Director in preparing grant applications and responding to funding opportunities.
• Prepares correspondence, resolutions and legal notices in compliance with state statutes and county policy.
• Manages the use of Human Services vehicles and coordinates and tracks vehicle maintenance.
• Establishes and maintains filing systems; schedules meetings and notifies attendees; coordinates arrangements for special events.
• Makes travel arrangements, including hotel reservations, airline flights, bus/train tickets and rental cars for staff and clients (clients as required for CPS).
• Develops and maintains productive working relationships with co-workers, management and the public to project a positive County image; responds appropriately to common inquiries or complaints from the public, regulatory agencies, or members of the community.
• May attend mandated meetings on behalf of the Human Services Director and/or Assistant Director.
• Participates as needed in special projects.
• Regular and predictable attendance is required.

MINIMUM QUALIFICATIONS

Required Knowledge, Skills and Abilities:

Education: A Bachelor’s degree from an accredited college or university in Business, Public Administration or other related field preferred. A minimum of five (5) years professional experience may be substituted for completion of a Bachelor’s degree.

Experience: A minimum of five (5) years of increasingly responsible experience in a position equivalent to Office Manager, Department Manager, or General Management Assistant.

Thorough knowledge of the principles, practices and techniques of office management, and knowledge of structures and procedures of county government and public administration. Position requires skill in researching, compiling and summarizing a variety of informational and statistical data and materials. Thorough knowledge of Civil Rights laws and requirements.

Language Skills: Ability to express ideas clearly and concisely, orally and in a variety of written formats. Must be able to interpret, apply, explain and enforce all applicable laws, codes, regulations, policies and procedures to a wide range of audiences and levels of knowledge. Ability to assemble, organize and present statistical, financial and technical information derived from a variety of sources. Ability to read, analyze, and interpret complex and technical documents including contracts, maps, and complex management and financial reports and respond to the most sensitive inquiries or complaints. Ability to read, comprehend and translate information relayed in written or graphic format. Must be able to write policies, procedures, correspondences and other types of documents. Must have the ability to write speeches, articles and manuals and create presentations using original and innovative techniques and styles. Must have the ability to make effective and persuasive presentations on controversial or complex topics to top management, public groups and organizations and/or board of directors. Ability to prepare industry specific technical reports and budgeting information. Ability to effectively communicate with the public, federal, state and county officials, employees, community agencies and the public.

Interpersonal Skills: Must possess the ability to establish and maintain cooperative working relationships with fellow employees, representatives of other agencies and organizations and members of the community. Work with the media to maintain a positive image of the County to the community. Interact professionally and diplomatically with County employees, other agencies and organizations and members of the community and manage difficult or emotional customer situations. Possess the ability to recognize when confidentiality is required and maintain strict confidentiality. Must be able to diffuse the most intense situation with diplomacy and professionalism. Must have the acumen to navigate political waters of the County and other outside agencies and organizations. Demonstrate a commitment to the County’s mission, values and core beliefs. Provide leadership, guidance and feedback to ensure continual quality improvement and respect the experience, cultural and overall diversity of those you lead and interact with.

Mathematical Skills: Must have the ability to work with moderate to complex mathematical concepts such as addition, subtraction, multiplication and division in all units of measure, using whole numbers, fractions, percentages, decimals, proportions rates and ratios. Must be able to analyze technical data and apply it to practical situations. Must have knowledge of basic financial transactions such as calculating interest, debit and credits.

Reasoning Skills: Must be able make rational decisions through sound logical and deductive processes and make sound judgments, decision making, problem solving, while planning directing and monitoring the work of the agency. Must be able to analyze problems, identify alternative solutions, project consequences of proposed actions, and recommend or implement best options in support of strategic goals and objectives. Consider concrete and abstract variables. Must have the ability to analyze, appraise and organize facts, evidence and precedents concerned in difficult and complex cases and present material in a clear and logical form, including oral and written presentations, briefs, opinions, orders or decisions. Must be able to successfully manage multiple projects and complete work under pressure pursuant to deadlines.

Office Technology/Computer Skills: To perform this job successfully, an individual should have knowledge of word processing, spreadsheet, agenda software, finance tracking, adobe reader, email and other programs utilized by the county and the state of Colorado. Must be able to develop and maintain databases. Must be able to save and retrieve documents from a variety of sources. Must be able to operate a variety of office equipment: telephone, copier, etc.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this job, the employee is regularly required to talk and hear. The employee frequently is required to sit and stand for long periods of time; use hands and fingers to handle or feel; and reach with hands or arms. The employee is required to stand; walk; climb or balance; twist; stoop, kneel, crouch or crawl. Must be able to respond to the customers’ needs and perform tasks requiring extensive hand and eye coordination. Dexterity of hands and fingers to operate a computer keyboard, mouse and other devices and objects. The employee must frequently lift and/or move up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. Must be able to smell to distinguish between normal odors or controlled substances. Physical ability and mobility to drive a motor vehicle to and from field and meetings. Ability to work extended shifts and attend training and meetings outside of regularly scheduled hours and the ability to work in stressful situations.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. Ability to tolerate and be productive in a quiet to moderate noise level in the work place. Employee will have periodic exposure to hazards in the field such as driving and inclement weather. Hazards: exposure to computer screens. May be exposed to angry, hostile, frustrated individuals and those with behavioral and/or cognitive challenges. May travel to rural areas.

Special Requirements: Must possess and maintain a valid Colorado Driver’s License with a satisfactory driving record. Successful completion of HIPAA training and NIMS IS 100, 700, 200 & 800 courses within one (1) year of hire.

Other Duties: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Must possess a valid Colorado Driver’s License and satisfactory driving record. Successful completion of NIMS 700, IS 100, 200, within one year of being hired.