PUBLIC INQUIRIES ASSISTANT II

County of Summit, OH; Kentucky; On-site; USD 32,000 - 46,000; Full time

Job summary

County of Summit, OH is seeking an administrative clerk to provide front-desk reception, screening, and phone support. The role includes greeting customers, directing inquiries, and processing forms using agency procedures.

Responsibilities cover scheduling, maintaining records, and assisting case managers with document handling while ensuring confidentiality and professionalism in a busy office environment.

Qualifications

• Secondary education plus courses in office practices and computer operation
• Two years of clerical experience including six months public-facing work
• Ability to follow agency policies and maintain confidentiality

Responsibilities

• Greets customers and processes requests and inquiries
• Interviews in person or by telephone to determine reason for contact
• Directs customers to appropriate unit and makes referrals
• Prepares routine correspondence and appointment letters
• Maintains logs, scans documents and supports case management

Skills

Public relations

Office practices

Agency policies

Public assistance procedures

Data entry

CRIS-E

Photocopier

Fax machine

Communication

Record keeping

Education

High school diploma

Tools

CRIS-E

Photocopier

Fax machine

Job description

General Overview

Under general supervision from program supervisor, or higher level manager. Performs variety of duties including reception, screening, and phone banks. May rotate functions periodically. Performs other related duties as required.

Required Qualifications

Any combination of training and work experience which indicates possession of the skills, knowledge and abilities listed below. Completion of secondary education supplemented by courses in office practices and procedures, business equipment and computer operation, plus (2) years of clerical experience (of which 6 months included work with the public), or equivalent combinations of training and/or experience.

Knowledge, Skills, and Abilities

Knowledge of public relations; office practices and procedures; agency policies and procedures*; public assistance and social services programs, procedures & regulations. Skill in data entry and computer operation; CRIS-E* , photocopier , fax machine. Ability to respond to routine inquiries from public and/or officials; deal with problems involving several variables within familiar context; prepare accurate documentation; communicate effectively; maintain records according to established procedures; develop and maintain effectively working relationships; complete routine forms; prepare routine correspondence; sort items into categories according to established methods; interpret and carry out a variety of instructions in written, oral picture, or schedule form; define problem, collect data, establish facts, and draw valid conclusions; add, subtract, multiply and divide whole numbers; read, copy & record figures precisely without error; copy material from one record to another; schedules appointment and refers to appropriate check pairs of items that are similar or dissimilar; gather, collate & classify information. (*Indicates developed after employment).

Job Duties

The duties listed below are intended to depict tasks performed by this classification. Greets customers; receives and processes all requests and inquiries. Interviews in person or by telephone to determine reason for agency contact. Responds to routine inquiries, resolves routine problems related to agency policies and procedures. Completes forms to report assistance changes. Directs customer to appropriate work unit or staff member and makes appropriate internal/external referrals. Records and distributes messages. Schedules appointments. Clears and registers customer through Centralized Registry System (CRIS-E). Reviews forms to ensure accuracy and completeness. Clears and assigns mail-in and drop-off applications. Logs Information, Creates files. Collects/requests verifications. Distributes applications to customers and appropriate work unit as necessary. Makes copies of verifications for clients. Operates CRIS-E terminal to print income verifications for customers. Sorts, date stamps, and delivers mail to mail room. Sorts and collates documents received by reception area staff and delivers to appropriate work areas. Prepares and maintains logs or running records (e.g., Income verifications, photo identifications, etc.) Scans documents and verifications for case management staff, identifying them with appropriate bar codes; Uses appropriate calculators to assist case managers in case processing. Responsible for multiple telephone lines, directs calls, takes messages, and responds to routine inquiries. Prepares appointment letters and routine correspondence on behalf of case managers. Makes and distributes copies. Attends meetings, workshops, and training sessions to remain current in agency and program rules, regulations, and procedures. Maintains confidentiality of data, information and records.

Work Environment

The work environment characteristics described here are representative of those that an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work is performed in an office environment and employee will be regularly exposed to normal hazards associated with an office environment. The employee may experience a client’s anger and frustrations, and close contact is possible in an unhealthy environment.

Physical Demands

The physical demands described here are representative of those that an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this position, the employee may be required to travel to and access the various work sites or other offices and agencies. Job is physically comfortable. Typically requires sitting, walking, standing, bending, keying, talking, hearing, seeing, and repetitive motions; use of hands to finger, handle, or feel. May occasionally be required to reach with hands and arms and climb or balance. The employee must regularly lift up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, and peripheral vision. Internal transfers will be subject to an updated background check.

Work Schedule:
Monday - Friday 7:30 am - 4:00 pm

Work Location:
1180 South Main Street
Akron, OH 44301

Pre-Employment Testing Requirements: Pre-Employment Drug and Alcohol Testing, Criminal Background Check, Driving Record Check