Under the direct supervision of a supervisor, incumbent provides direct support to administrator, supervisors, and caseworkers to perform a variety of clerical tasks depending upon assigned division.
ESSENTIAL JOB FUNCTIONS:
- Electronically scan, categorize and enter relevant documents into the appropriate electronic case file of the Digital Imaging (DI) system.
- Date stamp scanned documents and keep them in secure location until ready for destruction.
- Locate new case files by researching cases in the appropriate system to determine the case number, verify demographic case data and enter said data into the appropriate system(s).
- Arrange transfer of appropriate case files to other counties.
- Perform a variety of clerical tasks depending upon assigned division – Includes but not limited to: scheduling meetings and sending out reminders to employees and clients, maintain appropriate agency forms, answer routine telephone inquiries from public, maintain filing system, prepare correspondence, assist in preparing supply order, sort and deploy supplies orders to supply contacts, fill out print shop request and enter into a tracking report, update and confirm annual agency inventory reports, routine data entry into computer systems, update agency training database as needed, prepare travel request PO and update tracking report, filing as needed.
- Stock supplies and maintains agency copy paper storage areas for all JFS buildings.
- Maintain inventory of cleaning/janitorial products and supplies
- Support mail duties which include daily collection of mail and faxes in several areas, sorting mail for different divisions, update mail tracking report.
- Transport and deliver general office supplies, mail and/or master case files to all JFS offices, when necessary. Distribute agency supplies to departments as needed.
- Attend training sessions, workshops, meetings and seminars.
- May assist in training new employees.
- Operate a motor vehicle as needed to perform the essential functions.
NON-ESSENTIAL JOB FUNCTIONS:
- Perform other related Essential and Non-Essential functions as needed.
JOB REQUIREMENTS
Systems:
Ability to operate computers for data input and retrieval; proficiency in Microsoft Office, GroupWise and Internet Explorer; knowledge of CRIS-E, OIES, SACWIS, OWCMS, SETS, Maximus Ledger Suite, MUNIS, MITS, BUY-IN, E-GATEWAY, E-QUIL, CCIDS, Time Force, Agency’s Digital Imaging system, EDOCS, 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.
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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