Clerical Specialist 4

Kids for the Future; Ravenna (OH); On-site; USD 34,000 - 46,000; Full time

Job summary

Kids for the Future is seeking an administrative support specialist to assist supervisors, staff attorneys, and caseworkers in producing complex documents and managing client inquiries. The role requires strong Word processing, data entry, and organizational skills to handle contracts, notices, and case materials.

Responsibilities include scheduling, document routing, intake assistance for SNAP/TANF/Medicaid, and maintaining filing and mail operations.

Qualifications

• Associate's degree preferred or five years related experience.
• Must type 40 wpm with 90% accuracy demonstrated through testing.
• Must possess a valid Ohio driver’s license.
• Experience with Microsoft Office and document production.

Responsibilities

• 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 contracts, business correspondence, charts, graphs, spreadsheets, etc.
• Assist 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
• 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
• Assist the general public with information about our programs and services
• Assist medical service providers by researching directory information in state/local computer system
• Enter Data and Journal Notes into Case Management systems
• Evaluate requests for NET (non-emergency transportation) services and determine eligibility
• 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

Skills

Typing 40 wpm

MS Office

Data entry

Communication skills

Customer service

Education

2 Year Degree

Job description

• Base Pay $19.32 / Hour
• Job Category Administrative
• Employee Type FT Classified Non-Exempt
• Required Degree 2 Year Degree

DIVISION: Public Assistance

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.
• Perform other related Essential and Non-Essential functions as needed.

Requirements

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.

JOB REQUIREMENTS

Equipment:

Incumbent operates equipment such as, but not limited to, the following: personal computer, printer, calculator, multi-functional copier, fax machine and shredder.

Competencies:

• 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.