Clerical Specialist 4 - Child & Adult Protective Services

WORKING HOURS: 8:00 a.m. to 4:30 p.m. or 9:00 a.m. to 5:30 p.m. (depending on division needs) Monday-Friday

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:

• Provide Front Desk coverage during business hours. Answers all incoming calls for the Child and Adult Protective Service Division. Greet parties arriving on site for agency meetings.
• 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.
• Manage Forensic Fluid Laboratories (FFL) Drug Screens. Order FFL screen kits. Monitor the distribution and results of FFL screens. Image into Traverse. Email completed spreadsheet to Fiscal for billing purposes. Deposit completed FFL at the post office for processing by Forensic Fluids.
• Manages credit reports for all youth aged fourteen and older. Complete credit check from three credit bureau, Equifax, TransUnion, and Experian at a minimum of every six months. Prints reports, distributes to staff and images inti Traverse.

• Notifies staff of requests for surgery and medication changes. Images requests and approvals in Traverse.

• Assembles removal and kinship packets. Distributes to staff.
• Processes subpoena requests. Images requests in Traverse.
• Manage Division Vehicles. Maintains and update the vehicle rotation list. Completes emergency and routine maintenance requests.
• Manage records room. Create new files, ensure records are maintained. Initiate internal and approved external requests for JFS files. 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.
• 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.
• Complete maintenance request for needed building repairs.

• 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.