Office Assistant IV-Child Support Enforcement

Harnett County; Lillington (NC); On-site; USD 35,000 - 42,000; Full time

Job summary

Harnett County's Child Support Office seeks an Office Assistant IV to support locating non-custodial parents, establishing paternity, and enforcing support orders. The role provides clerical support, data entry, record management, public contact, and office operations in a busy agency setting.

Responsibilities include front desk duties, greeting clients, scheduling interviews, processing documents, data entry into ACTS, mail handling and filing.

Qualifications

• Graduation from high school and knowledge, skills and abilities gained through at least one year of office assistant/secretarial experience; or an equivalent combination of training and experience.
• Equivalent combination of training and experience may be considered.

Responsibilities

• 25% Public Contact: front desk receptionist, greet customers, process interviews, and direct callers to the appropriate personnel.
• 40% Records and Reports: data entry into ACTS, pull court records, prepare deposits, and manage reports and filing.
• 10% Court Processing: ensure legal documents are processed, assemble packets, and log docket activity.
• 10% Office Equipment Operation and Filing: prepare documents, use MS Office, maintain filing, and coordinate LAN security forms.
• 15% Mail Processing: open, stamp, and distribute mail; manage outgoing mail and assist with emergencies as needed.
• This role may perform other duties as assigned, including shelter management during emergencies.

Skills

Data entry

Microsoft Office

Public contact

Office administration

Multitasking

Communication skills

Education

High school diploma

1 year office/secretarial experience

Tools

ACTS

LAN coordination

Job description

The Child Support Office Assistant IV provides assistance to the agency’s specialized unit responsible for location of non-custodial parents, paternity establishment, support establishment and enforcement of all support orders. This position is responsible for providing clerical support to child support agents, data entry, diversity of records, reports and filing activities, public contact, office equipment operation, composition and performing other general office duties at the Child Support office location. Work requires a knowledge and use of applicable office equipment systems and related technology.

Hiring Salary: $38,352.00

Responsibilities and Duties:

25% Public Contact

This employee serves as a front desk receptionist. The employee will assist in processing clients for interviews and may schedule some interviews. The employee will meet all customers, determine their need, and contact the appropriate person to see the customer. This position involves limited duty greeting the public by telephone and notarizing legal documents for customers. This employee accurately receives application fees. This employee directs all callers and visitors to their appropriate destinations, including having sign-in sheets completed for each visitor. This position is critical to establishing and maintaining the agency’s good public image.

40% Records and Reports

This employee is responsible for keying data into the Automated Collection and Tracking System (ACTS) and keeping information updated in the system. This employee will be responsible for pulling court records to obtain legal documents such as support order, support modification and payment records for possible court hearings. This employee prepares bank deposits and delivers to bank as needed. This position accounts for and processes orders office expendable supplies. Such reports and record keeping included with this position include monthly attorney’s bills, Clerk of Court filing fees, sheriff’s bill, preparation of travel sheets, cash disbursement journal, list of NPA application fees and cash flow sheet.

10% Court Processing

This employee is responsible for ensuring that legal documents are processed. This involves copying and/or scanning documents, assembling packets of documents to various parties, maintaining a log of distributed documents and securing signatures from the Clerk of Court or Sheriff’s department and IV-D Attorney. Court information also is entered in ACTS and processed as an additional duty in this position. This position accurately annotates court proceedings on the docket, while preparing court calendars accurately and timely to be disbursed to the Clerk of Court, Presiding Judge, IV-D Attorney, Agents and Supervision.

10% Office Equipment Operation and Filing

The employee will prepare documents using a personal computer and printer. The employee will utilize Microsoft Office software to prepare documents, envelopes and reports. The employee will maintain a filing process and procedure for documents as needed. This employee serves as agency LAN Coordinator, does all Security forms preparation for both new employees and outgoing employees, etc.

15% Mail Processing

The employee will ensure that all incoming mail is opened, date stamped and distributed to the proper staff member. Mail is received from the U.S. Postal Service, N.C. State Courier Service, Clerk of Court’s office and other designated delivery services. Outgoing mail processing and delivery to the post office as needed is a duty of this employee. The employee must be knowledgeable of agency operations and staff assignments for mail receipt and processing.

This employee may perform other duties as assigned by the Manager and/or Supervisor. These duties may include shelter management services at times of natural or man-made emergencies.

Knowledge, Skills, and Abilities:

• Thorough knowledge of Child Support Enforcement Program, related legal procedures, judicial operations and office management practices and procedures.
• Significant knowledge of office or work procedure, method and practices.
• Significant knowledge of and ability to use correct grammar, vocabulary, spelling and office terminology to compose and/or proofread correspondence, reports and other materials.
• Ability to organize and summarize case information, ability to represent program in oral and written form.
• Skills using Microsoft Office applications, ability to work effectively in a team oriented office environment, ability to manage multiple priorities and time sensitive projects
• Excellent communication skills, ability to work independently, and ability to gather information to process cases and ability to coordinate and monitor office procedures and workflow.
• Ability to use courtesy and tact in performing public contact and communication duties that may be sensitive in nature.

Education/Certification:

Graduation from high school and demonstrated possession of knowledge, skills and abilities gained through at least one year of office assistant/secretarial experience; or an equivalent combination of training an experience.

Work Environment/Location/Physical Demands:

Location and working conditions are in an office environment or courtroom setting. Travel is required to attend training, conferences, meetings and other work-related activities. Physical efforts required are those of normal office setting. However, one must be physically and mentally alert in order to prevent errors. In addition, one must have physical and mental stamina, which will enable one to maintain a sense of calmness and exercise self-control in dealing with difficult issues and or individuals.