Processing Assistant IV - Child Welfare Clerical

The Processing Assistant IV position is currently managed by the Administrative Assistant II, and is now a part of the Child Welfare Administration unit, within the Family & Children’s Services Department.  This unit consists of administrative staff.  This position performs a variety of supportive duties and activities related to the administration of various services and financial programs provided by the Nash County Department of Social Services for the citizens of Nash County.  By providing clerical and/or fiscal support, the administration staff of this unit allows service, income maintenance, and child support staff to deliver programs more effectively and efficiently to the citizens of Nash County.    

The primary purpose of this position is to organize and maintain the services file room, is responsible for pulling and re-filing records for service staff- keeping accurate record of records location through our Master Client Index System, setup new records/files(including the setup of CPS records), research and provide client ID numbers used for day sheet data entry. Scanning of records as requested by staff. This position also receives incoming faxes and forwards the faxes to designated agency staff.  This position is also responsible for the distribution of transportation tokens, bus tickets/certificates and gas vouchers as requested by appropriate services staff.  Accuracy in financial record keeping is a must. 

Other duties include:  

This position has backup responsibility for the services front desk reception area and assists the mail room staff as needed, acting as the primary mail staff in the absence of the mail room staff.  Orders state forms for agency use, keys information into the State System from forms: DSS-5027s and LIEAP applications.  Also, prints and distributes Xporter reports.  

The worker must be able to adjust to sudden changes in work environment and be flexible in learning new office procedures. This position maintains minor service for office machines or notifies the appropriate person of any repair service needed. Also provides assistance to co-workers as needed. 

This position performs complex duties that are critical to the agency.   It requires knowledge of various state systems and is responsible for inputting critical information by deadlines for Child Protective Services, Foster Care, and Adoptions.  The position is responsible for setting up records, requesting ID numbers, and processing information needed for workers to open and close cases timely, according to State requirements.  It is also responsible for completing criminal record and Central Registry checks to ensure that the agency approves safe placements for children in crisis situations.  In addition, the position also serves as the backup person for our mailroom and provides some backup coverage for the front reception desk as well.

PUBLIC CONTACT

This position has marginal contact with the public but is very interactive with agency staff. 

Communicate with social workers, Accounting Technicians and other staff within the agency concerning records, state forms, mail, faxes and occasionally, office machines repair needs.

Contacting State personnel in reference to state forms.

Contacting agencies regarding verification of faxes.

Adhere to confidentiality rules enforced by the agency.

Requires the ability to maintain an effective working relationship with co-workers.

Setup of records for services staff and complete specific Xporter reports for distribution or upon request by authorized persons. 

FILES

File system is setup as a terminal decimal system with client’s name and type of file/record noted on tabs.  An entry in the Master Client Index computer file system is made for records that are checked out and/or returned to the file room, noting the date and name of staff checking file in/out. This electronic system is maintained to ensure the proper accountability of all documented records/files.  

Upon request for a new record (case number and file), a search of the Master Client Index computer file as well as the pre-existing client records books, the “Index to Welfare Records books” is conducted to eliminate possible duplication and to ensure client record accuracy.  A new file is created, if needed, assigning of a new case file number and SIS# if required.   This information is entered into our Master Client Index system. 

As a part of the CPS Intake process, this position assists with the setup of CPS Records, researching and retrieving of existing case records and/or creating new records.   Upon receipt of the draft copy of the face sheet from the CPS Office Assistant, the File Room Assistant will either retrieve the existing CPS record from the file hangers or create a new record.  Research of the various systems available is completed to determine if the client(s) requested have existing SIS numbers or is in need of assignment of a new number. Once this task is completed the face sheet is then updated, printed and a copy is filed in the record.  The record is then submitted to the CPS Office Assistant.    

OFFICE EQUIPMENT

Computer – Research Client Master Index system to determine if a client exist in this system. Information 

is keyed into the State System for forms: DSS-5027s and LIEAP applications.  Xporter 

reports are retrieved, printed and distributed to appropriate staff.  Receiving and sending emails.

Facsimile machine – Fax information is received via our copier and computer email system, once notification of 

an incoming fax is received, it is then routed to the appropriate staff via Email or upon request, a 

copy of the fax is printed and distributed to the appropriate staff. 

Scanner machine   - Is used to scan copies of records/documents which are then stored in a computer file to be 

retrieved and copied onto a disk for sharing.  

Copier – Responsible for general maintenance and notifying other key administrative staff of any repairs or 

unresolved maintenance needed.

Telephone – Contact with workers within agency, state personnel and other DSS agencies.

Postal mail machine – Used to seal envelops and determine the weight and postal cost for outgoing mail for the 

US Postal Service.

Adding Machine – Used to calculate and aid in maintaining accurate monetary records for transportation funds.

Most work is performed independently.  Supervisor has an open door policy, and is available whenever needed.  Individual conferences and monthly unit meetings are held with supervisor.  

RESOURCE AND GUIDELINE AVAILABILTY

Desk manual and personnel handbooks, supervisor, and other co-workers.

Attend meetings, workshops and seminars as requested by supervisor, and/or director.

Order of importance in sequential order:

Files 60 %

Records and Reports 20%

Office Equipment Operation 10%

Backup Coverage 5%

Public Contact  3%

Other Duties as Assigned  2%

A high school diploma with at least one year of clerical experience, and knowledge/experience with computers.

Salary : $37,907 - $61,045