Clerical Specialist 4
Human Resource Department Portage County, Ohio, Ravenna, Ohio, United States, 44266
Overview
TITLE: Clerical Specialist 4
DIVISION: Public Assistance
WORKING HOURS: 8:00 a.m. to 4:00 p.m. Monday-Friday
JOB OBJECTIVES: Under the direct supervision of a JFS Supervisor or Lead Attorney, incumbent provides direct support to administrator, supervisors, staff attorneys, and caseworkers to produce complex administrative/technical, legal and/or medical documents. Incumbent performs variety of clerical tasks depending upon assigned division.
Essential Job Functions
Provide direct support to administrator, supervisors, and caseworkers by operating high-level word processing systems within Microsoft Office to produce complex administrative/technical, legal, and/or medical documents including but not limited to contracts, business correspondence, charts, graphs, spreadsheets, etc.
Provide support for Eligibility Specialists by handling all initial inquiries made by clients: answering telephones, checking voice mail and greeting people who enter agency and determine reason for visit/phone call
Provide support on Customer Service queue via Shared Services Line if queue is created
Schedule appointments, interviews and/or hearings. Enter appointments and document in appropriate systems based on division and program.
Research mail, send notices as needed, request information from clients, and other similar duties.
Prepare and scan documents into the Digital Imaging System. Route documents to appropriate workers and case banks as necessary.
Route and log all applications that come into the agency
Make copies and mail all outgoing mail for employees that are working remote. Make copies for PA workers, supervisors, managers, and general public as requested.
Assist/advise people applying for SNAP, TANF, Medicaid, PRC, Day Care, etc. Check applications for completeness and research them in appropriate computer systems to ensure correct routing and or assignments
Assist the general public with information about our programs and services.
Assist medical service providers by researching directory information in state/local computer system
Perform a variety of clerical tasks, including but not limited to maintaining filing system, preparing correspondence, and opening, sorting, and distributing agency mail. Accurately record data and produce documents using available resources. Check voice mail and return calls, e-mail, fax, assemble application packets, open sort and distribute agency mail, order and distribute office supplies.
Enter Data and Journal Notes into Case Management systems.
Evaluate requests for NET (non-emergency transportation) services and determine eligibility. Analyze cost effectiveness and determine method of delivery.
Utilize reporting tools to review, analyze, and report out statistics on a daily, weekly, and monthly basis.
Obtain copies of Court orders needed to maintain the case file.
May support other Clerical Specialist 4s in the agency when immediate needs arise
Operate a motor vehicle as needed to perform the essential functions.
Perform other related duties as assigned
Non-essential Job Functions
Keep current in area of responsibility by attending training, seminars, meetings or conferences/workshops.
May assist in training new employees.
Requirements I. JOB REQUIREMENTS
Perform other related job functions as needed.
Systems: Ability to operate computers for data input and retrieval; proficiency in Microsoft Windows, Microsoft Office and web browsers (Internet Explorer and Google Chrome), knowledge of CRIS-E, OIES, SACWIS, ODAPS, OWCMS, SETS, CFIS, MUNIS, MITS, BUY-IN, eGateway, eQuil, CCIDS, OCLQS, Time Force, Agency’s Digital Imaging systems and other systems as required by program area responsibility.
Equipment: Incumbent operates equipment such as, but not limited to, the following: personal computer, printer, calculator, multi-functional copier, fax machine and shredder.
Competencies: To perform the job successfully, an individual should demonstrate the following competencies in the position.
Adherence to Agency Policies - Adhere to the rules of the agency (i.e. takes breaks/lunches when scheduled, clock in/out appropriately, conform to dress code policy).
Attendance & Punctuality - Is consistently at work and on time; Arrive at meetings and appointments on time.
Attitude & Demeanor - Exhibit a positive and supportive attitude, open and receptive to constructive feedback and direction, exhibit patience and able to control and regulate emotions.
Communication Skills - Communicate clearly and informatively using multiple methods and forms of media. Present numerical data effectively.
Customer Service - Manage difficult or emotional customer situations. Respond promptly and effectively to customer needs. Solicit customer feedback to improve service.
Ethics - Treat people with respect. Keep commitments. Maintain confidentiality. Uphold organizational values. Work with integrity and maintain high standards of integrity.
Independent Decision Making - Make correct decisions and stand behind decisions.
Initiative - Volunteer readily. Undertake self-development activities. Seek increased responsibilities. Take independent actions and calculated risks. Look for and take advantage of opportunities. Ask for and offer help when needed.
Interpersonal Skills - Focus on solving conflict, not blaming. Listen to others without interrupting. Keep emotions under control and use reason when dealing with emotional topics. Remain open to others’ ideas and try new things.
Professionalism - Approach others in a tactful manner. React well under pressure. Treat others with respect and consideration regardless of their status or position. Accept responsibility for own actions. Follow through on commitments; exercise common sense and good judgment about his/her appearance.
Teamwork - Balance team and individual responsibilities to help accomplish work goals. Exhibit objectivity and openness to others’ views. Give and welcome feedback. Contribute to building a positive team spirit. Put success of team above own interests. Able to build morale and group commitments to goals and objectives. Support everyone’s efforts to succeed.
Time Management - Demonstrate the ability to prioritize assignments & effectively schedule time. Complete assignments on time, generate work in an allotted time, and complete work in an accurate and thorough manner.
Job Standards: Associate’s degree in business or related field preferred required or five years related experience in the business field. Must be able to type 40 w.p.m. and achieve 90% accuracy demonstrated through testing. Must possess a valid Ohio driver’s license and maintain continuing eligibility under the existing county driver eligibility standards.
DIFFICULTY OF WORK Work consists of varied, non-standardized tasks requiring the knowledge of established policies, rules, procedures, and laws.
RESPONSIBILITY Supervisor provides general guidance allowing for the planning of procedures and methods to attain objectives. Errors in work are detected within the office in which they occur, possibly affecting the work of others, and requiring expenditure of time to correct and could result in a client receiving incorrect public assistance benefits, failing to receive child support payments, or receiving incorrect child support payments.
PERSONAL WORK RELATIONSHIPS Incumbent has contacts with co-workers, other County employees, and with the general public. The purpose of these contacts is to coordinate departmental efforts internally and with other County departments and outside entities to provide services to the public.
PHYSICAL EFFORT AND WORK ENVIRONMENT Physical Requirements: Incumbent performs sedentary work that may require lifting up to twenty-five (25) pounds occasionally.
Physical Activity: Incumbent performs the following physical activities: talking, hearing, standing, walking, sitting, lifting, reaching, crouching, and repetitive motions.
Visual Activity: Incumbent performs work where the seeing job is close to the eyes.
Job Location: Incumbent primarily works inside with no exposure to adverse environmental conditions.
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Essential Job Functions
Provide direct support to administrator, supervisors, and caseworkers by operating high-level word processing systems within Microsoft Office to produce complex administrative/technical, legal, and/or medical documents including but not limited to contracts, business correspondence, charts, graphs, spreadsheets, etc.
Provide support for Eligibility Specialists by handling all initial inquiries made by clients: answering telephones, checking voice mail and greeting people who enter agency and determine reason for visit/phone call
Provide support on Customer Service queue via Shared Services Line if queue is created
Schedule appointments, interviews and/or hearings. Enter appointments and document in appropriate systems based on division and program.
Research mail, send notices as needed, request information from clients, and other similar duties.
Prepare and scan documents into the Digital Imaging System. Route documents to appropriate workers and case banks as necessary.
Route and log all applications that come into the agency
Make copies and mail all outgoing mail for employees that are working remote. Make copies for PA workers, supervisors, managers, and general public as requested.
Assist/advise people applying for SNAP, TANF, Medicaid, PRC, Day Care, etc. Check applications for completeness and research them in appropriate computer systems to ensure correct routing and or assignments
Assist the general public with information about our programs and services.
Assist medical service providers by researching directory information in state/local computer system
Perform a variety of clerical tasks, including but not limited to maintaining filing system, preparing correspondence, and opening, sorting, and distributing agency mail. Accurately record data and produce documents using available resources. Check voice mail and return calls, e-mail, fax, assemble application packets, open sort and distribute agency mail, order and distribute office supplies.
Enter Data and Journal Notes into Case Management systems.
Evaluate requests for NET (non-emergency transportation) services and determine eligibility. Analyze cost effectiveness and determine method of delivery.
Utilize reporting tools to review, analyze, and report out statistics on a daily, weekly, and monthly basis.
Obtain copies of Court orders needed to maintain the case file.
May support other Clerical Specialist 4s in the agency when immediate needs arise
Operate a motor vehicle as needed to perform the essential functions.
Perform other related duties as assigned
Non-essential Job Functions
Keep current in area of responsibility by attending training, seminars, meetings or conferences/workshops.
May assist in training new employees.
Requirements I. JOB REQUIREMENTS
Perform other related job functions as needed.
Systems: Ability to operate computers for data input and retrieval; proficiency in Microsoft Windows, Microsoft Office and web browsers (Internet Explorer and Google Chrome), knowledge of CRIS-E, OIES, SACWIS, ODAPS, OWCMS, SETS, CFIS, MUNIS, MITS, BUY-IN, eGateway, eQuil, CCIDS, OCLQS, Time Force, Agency’s Digital Imaging systems and other systems as required by program area responsibility.
Equipment: Incumbent operates equipment such as, but not limited to, the following: personal computer, printer, calculator, multi-functional copier, fax machine and shredder.
Competencies: To perform the job successfully, an individual should demonstrate the following competencies in the position.
Adherence to Agency Policies - Adhere to the rules of the agency (i.e. takes breaks/lunches when scheduled, clock in/out appropriately, conform to dress code policy).
Attendance & Punctuality - Is consistently at work and on time; Arrive at meetings and appointments on time.
Attitude & Demeanor - Exhibit a positive and supportive attitude, open and receptive to constructive feedback and direction, exhibit patience and able to control and regulate emotions.
Communication Skills - Communicate clearly and informatively using multiple methods and forms of media. Present numerical data effectively.
Customer Service - Manage difficult or emotional customer situations. Respond promptly and effectively to customer needs. Solicit customer feedback to improve service.
Ethics - Treat people with respect. Keep commitments. Maintain confidentiality. Uphold organizational values. Work with integrity and maintain high standards of integrity.
Independent Decision Making - Make correct decisions and stand behind decisions.
Initiative - Volunteer readily. Undertake self-development activities. Seek increased responsibilities. Take independent actions and calculated risks. Look for and take advantage of opportunities. Ask for and offer help when needed.
Interpersonal Skills - Focus on solving conflict, not blaming. Listen to others without interrupting. Keep emotions under control and use reason when dealing with emotional topics. Remain open to others’ ideas and try new things.
Professionalism - Approach others in a tactful manner. React well under pressure. Treat others with respect and consideration regardless of their status or position. Accept responsibility for own actions. Follow through on commitments; exercise common sense and good judgment about his/her appearance.
Teamwork - Balance team and individual responsibilities to help accomplish work goals. Exhibit objectivity and openness to others’ views. Give and welcome feedback. Contribute to building a positive team spirit. Put success of team above own interests. Able to build morale and group commitments to goals and objectives. Support everyone’s efforts to succeed.
Time Management - Demonstrate the ability to prioritize assignments & effectively schedule time. Complete assignments on time, generate work in an allotted time, and complete work in an accurate and thorough manner.
Job Standards: Associate’s degree in business or related field preferred required or five years related experience in the business field. Must be able to type 40 w.p.m. and achieve 90% accuracy demonstrated through testing. Must possess a valid Ohio driver’s license and maintain continuing eligibility under the existing county driver eligibility standards.
DIFFICULTY OF WORK Work consists of varied, non-standardized tasks requiring the knowledge of established policies, rules, procedures, and laws.
RESPONSIBILITY Supervisor provides general guidance allowing for the planning of procedures and methods to attain objectives. Errors in work are detected within the office in which they occur, possibly affecting the work of others, and requiring expenditure of time to correct and could result in a client receiving incorrect public assistance benefits, failing to receive child support payments, or receiving incorrect child support payments.
PERSONAL WORK RELATIONSHIPS Incumbent has contacts with co-workers, other County employees, and with the general public. The purpose of these contacts is to coordinate departmental efforts internally and with other County departments and outside entities to provide services to the public.
PHYSICAL EFFORT AND WORK ENVIRONMENT Physical Requirements: Incumbent performs sedentary work that may require lifting up to twenty-five (25) pounds occasionally.
Physical Activity: Incumbent performs the following physical activities: talking, hearing, standing, walking, sitting, lifting, reaching, crouching, and repetitive motions.
Visual Activity: Incumbent performs work where the seeing job is close to the eyes.
Job Location: Incumbent primarily works inside with no exposure to adverse environmental conditions.
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