Clerk

Spotsylvania County is committed to maintaining a drug free workplace. Employees are prohibited from manufacturing, distributing, possessing or using controlled substances such as marijuana. A positive drug test result, confirmed use or impairment can be subject to disciplinary action, up to and including termination in accordance with our personnel policies.

A positive pre-employment drug test will also disqualify a candidate for hire.

General Statement of Job

Under direct supervision, performs clerical and customer service work in support of various department activities. Work involves greeting visitors/callers, answering telephone calls, maintaining log of callers/visitors, scheduling appointments, providing requested forms/documentation, preparing or processing documentation, and maintaining records. Employee is also responsible for retrieving information from computer programs and entering data into computer.

Special Duties & Responsibilities

Social Services

• Provides clerical support for the Social Services Department; processes a variety of documentation associated with department operations, within designated timeframes and per established procedures.
• Answers telephone calls and greets office visitors; ascertains nature of business and directs callers/visitors to appropriate personnel; notifies appropriate staff of arrival of scheduled appointments; records/relays messages; initiates and returns calls as necessary.
• Maintains log of incoming telephone calls and visitors.
• Performs customer service functions; provides information/assistance regarding department services, activities, procedures, fees, or other issues; responds to routine questions, complaints, or requests for service; initiates problem resolution.
• Provides or distributes appropriate forms, applications, or other documentation to visitors; assists customers with completion of applications/forms as needed; reviews applications/forms for accuracy and completeness.
• Performs computer system inquiries and sets up cases for pending and approved TANF, FS, Medicaid, SHL, GR, Auxiliary Grant; Energy Assistance/Cooling and Foster Care cases; assigns cases to appropriate caseworker and schedules appointments.
• Processes transfer in and transfer out cases.
• Files statistical cards and case documentation.
• Sets up cases for pending TANF, FS, Medicaid, SLH, GR, and Auxiliary Grant cases; assigns cases to appropriate caseworker and schedules appointments.
• Coordinates calendar activities; schedules or reschedules appointments, meetings, or interviews with customers; updates calendar on a regular basis; contacts parties involved as appropriate.
• Obtains customer information through state computer programs (ADAPT and Medicaid pending); retrieves SEVS, IVES, and DMV information from computer system for eligibility workers; prepares reports of GR and SLH statistical caseloads. Enters/maintains OASIS information for Foster Care cases.
• Prepares appropriate applications, forms, and envelopes to mail yearly Medicaid reviews.
• Processes incoming/outgoing mail; sorts, organizes, opens, and/or distributes incoming mail; distributes court documents to social service workers upon receipt from sheriff; signs for incoming packages; prepares outgoing mail and certified mail for processing through postage machine; assists with bulk mailing projects.
• Transcribes case file information from audiotapes and downloads to computer.
• Types, prepares, or completes various forms, reports, correspondence, logs, calendars, child protective emergency removal forms, adoption letters, caseload reports, purchase requisitions, spreadsheets, or other documents.
• Receives various forms, reports, correspondence, lists, policies, procedures, manuals, directories, reference materials, or other documentation; reviews, completes, processes, forwards or retains as appropriate.
• Operates a computer to enter, retrieve, review or modify data; performs data entry functions by keying data into computer; verifies accuracy of entered data and makes corrections; utilizes word processing, spreadsheet, database, e-mail, social service programs, or other computer programs; performs basic maintenance of computer system and office equipment, such as backing up data or replacing paper, ink, or toner; assists in creating computer templates and electronic forms; coordinates service/repair activities as needed.
• Updates reference/resource materials, such as financial referral lists, Section 8 housing lists, or day care waiting lists.
• Maintains file system of department files/records; prepares and sets up files; sorts/organizes documents to be filed; files documents in designated order; retrieves/replaces files; shreds/destroys confidential or obsolete documents.
• Monitors inventory of department forms or supplies; ensures availability of adequate materials to conduct work activities; initiates requests/orders for new or replacement supplies; replenishes incoming forms/supplies.
• Communicates with supervisor, employees, other departments, customers, the public, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
• Maintains/schedules agency vehicle fleet services, including dropping off/returning agency vehicles after maintenance or servicing.
• Prepares split-file cases and transfer-out cases; prepares cases to send to Quality Control.
• Performs general/clerical tasks, which may include making copies, sending/receiving faxes, assembling applications and paperwork for mailing to customers, filing statistical cards for open/closed cases, preparing or maintaining work orders for emergency/non-emergency maintenance work, or screening customer information in state program for referral to appropriate staff member.
• Provides assistance to other employees or departments as needed.
• Performs other related duties as required.

Minimum Training & Experience

High School Diploma or equivalent; supplemented by college level course work or vocational training in customer service and personal computer operations; supplemented by one (1) year of previous experience and/or training involving general office work, reception work, customer service work, and personal computer operations; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.

Must possess and maintain a valid Virginia driver's license.

Special Requirements

• Knowledge of the policies, procedures, and activities of the County and of departmental practices as they pertain to the performance of duties relating to the position of Clerk.
• Knowledge of the practices and procedures associated with customer service and general office work.
• Knowledge of the operation and maintenance of office equipment typically utilized within the position.
• Knowledge of the terminology, principles, and methods utilized within the department.
• Knowledge of the laws, ordinances, standards, and regulations pertaining to the essential duties and responsibilities of the position.
• Skill in customer service and telephone etiquette.
• Ability to comprehend, interpret, and apply regulations, procedures, and related information.
• Ability to keep abreast of any changes in policy, methods, computer operations, equipment needs, policies, etc., as they pertain to departmental operations and activities.
• Ability to effectively maintain an appointment calendar for numerous individuals, and to initiate appropriate actions to resolve scheduling conflicts.
• Ability to effectively communicate and interact with supervisors, members of the general public, and all other groups involved in the activities of the department.
• Ability to assemble information and make written reports and documents in a concise, clear and effective manner.
• Ability to use independent judgment and work with little direct supervision as situations warrant.
• Ability to exhibit mathematical ability to handle required calculations.
• Ability to demonstrate knowledge and proficiency with computers and related software programs.
• Ability to perform data entry and type accurately and with appropriate speed.
• Ability to review, classify, categorize, prioritize, and/or analyze data. Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships.
• Ability to provide guidance, assistance, and/or interpretation to others regarding the application of procedures and standards to specific situations.
• Ability to read a variety of informational documentation, directions, instructions, and methods and procedures.
• Ability to write reports with proper format, punctuation, spelling and grammar, using all parts of speech.
• Ability to speak with and before others with poise, voice control, and confidence using correct English and well-modulated voice.
• Ability to carry out instructions furnished in written, oral, or diagrammatic form. Involves semi-routine standardized work with some latitude for independent judgment concerning choices of action.
• Ability to utilize a wide variety of reference and descriptive data and information.
• Ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.
• Ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under minimal stress when confronted with an emergency.

PHYSICAL REQUIREMENTS