Clerk I

Spotsylvania County, VA; Virginia (MN); On-site; USD 32,000 - 42,000; Full time

Job summary

Spotsylvania County Social Services is seeking a detail-oriented clerk to provide clerical support and manage routine office operations. You will answer calls, greet visitors, direct inquiries, and relay messages to appropriate staff, while maintaining logs and scheduling appointments in a busy department.

The role requires a high school diploma or equivalent with relevant office experience and proficiency with basic computer software and data entry.

Qualifications

• High school diploma or equivalent with college coursework or vocational training in office work is preferred.
• Experience in clerical support, customer service, and data entry is expected.
• Ability to operate office equipment and computers with basic software proficiency.

Responsibilities

• Provide clerical support for the Social Services Department and process documentation in designated timeframes.
• Answer phone calls and greet visitors, direct inquiries, and relay messages as needed.
• Maintain logs of calls and visitors and schedule appointments for clients and staff.
• Assist customers with forms, applications, and basic information about department services.
• Perform data entry and access state computer systems for eligibility workers as required.

Skills

Customer service

Telephone etiquette

Data entry

Office software

Record keeping

Education

High School Diploma or equivalent

Tools

ADAPT system

SEVS/IVES/DMV

OASIS information

Job description

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 a 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 service requests; 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 the appropriate caseworker and schedules appointments.


• Coordinates calendar activities; schedules or reschedules appointments, meetings, or interviews with customers; updates calendar regularly; contacts parties involved as appropriate.


• Obtains customer information through state computer programs (ADAPT and Medicaid pending); retrieves SEVS, IVES, and DMV information from the 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.


• 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 the state program for referral to appropriate staff member.


• Provides assistance to other employees or departments as needed.


• Performs other related duties as required.

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.

Must possess and maintain a valid Commonwealth of Virginia driver’s license.

• 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 I.


• 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 about 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 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 a 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.


• Ability to communicate professionally and respectfully.

PHYSICAL REQUIREMENTS

Must be physically able to operate a variety of office machines, tools and equipment, such as a computer, printer, typewriter, copy machine, fax machine, postage machine, shredder, transcriber, calculator, or telephone. Must be physically able to operate a motor vehicle. Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or workstation. Requires the ability to inspect items for proper length, width, and shape, visually with job-related equipment. Requires the ability to coordinate hands and eyes in using automated office equipment. Requires the ability to handle a variety of items, office equipment, control knobs, switches, etc. Must have the ability to use one hand for twisting or turning motion while coordinating the other hand with different activities. Must have moderate levels of eye/hand/foot coordination. May require the ability to differentiate colors and shades of color. Requires the ability to talk and/or hear (talking - expressing or exchanging ideas by means of spoken words; hearing - perceiving the nature of sounds by ear). Must be able to communicate by telephone.