Secretary 2 - Health Services

Montgomery County, Ohio; Dayton (OH); On-site; USD 25,000 - 30,000; Full time

Job summary

Montgomery County, Ohio, seeks a clerical support professional to assist Job & Family Services and Children Services under general supervision. You will perform a wide range of administrative tasks, operate standard software, and help keep records accurate and accessible.

The role emphasizes meeting coordination, training documentation, and meticulous data entry. A strong attention to detail and reliability are essential to support busy departments and management staff.

Qualifications

• High school diploma or equivalency.
• Five (5) years of full-time administrative experience.
• 1-2 years of experience utilizing job-related databases, maintaining records for compliance audits and coordinating meeting, training, and/or conference logistics.
• Must have valid driver's license, insurance and provide own transportation.

Responsibilities

• Relieves supervisor of non-routine administrative tasks and drafts policy-related responses.
• Provides clerical support: screens calls, opens mail, maintains files, and prepares reports.
• Supports training and compliance: maintains training records and coordinates seminars.
• ICAT Team: maintains cost shares, signs in participants, updates spreadsheets, and handles correspondence.
• Residential Review Committee: records minutes and maintains master schedules.
• Family Treatment Court Unit: files, updates addresses, processes SAR documents, and distributes court orders.
• All other duties as assigned.

Skills

Clerical procedures

Office communication

Data entry

Meeting coordination

Education

High school diploma or equivalency

Tools

Excel

Word

SACWIS

WEBFACTS

ICAT

Job description

Under general supervision, provides clerical support. Full performance level in the secretarial occupation under general supervision by the Supervisor, provides clerical support to Job & Family Services and Children Services departments requiring considerable knowledge of clerical and administrative procedures in order to provide support and perform a variety of administrative tasks, as outlined in rank 1 job duties. Performs the material and substantial duties of the classification more than 50% of the time. Operates current computer programs in use (i.e. SACWIS, WEBFACTS, Excel, Word, data bases, word, excel, training and learning management systems, ICAT, Residential review etc.) Performs clerical tasks of precise technical or special nature; searches records; gather/ organize data, statistics/information and summarizes in reports; retrieves and enters specific data information from the computer using various job related hardware and software systems using pre-established standard of speed and accuracy; may use specific electronic hardware/software and peripheral devices in the transformation of ideas and information into a readable format.

Relieves supervisor of non-routine administrative tasks (e.g. independently composes answers to correspondence which involves providing non-legal interpretation of policies & procedure as it would apply to given situation; setup up office procedures; creates reports; sets up and maintains files, purchases high cost items; or prepares personal service contracts through either agency purchasing agent or direct contact with established vendors; acts as liaison for supervisor between other administrators and departments; coordinates details of meetings; responds to complaints; reviews paperwork submitted by others for correctness; maintains office in supervisor’s absence; develops new office procedures; assists in budget preparation).

Provides clerical support (e.g. screens & directs calls; opens, screens & distributes mail; maintains files & retrieves information; copies collates & distributes written material; maintains inventory of general office supplies & orders as needed; acts as receptionist. Gathers, classifies and organizes information and independently responds to routine administrative requests. Prepares and formats reports as needed. Prepares typed copy (e.g. correspondence, reports, minutes of meetings, tables, graphs, charts &/or contracts, training materials) from rough written copy, oral instructions, proofs copy & makes corrections.

Training & Compliance

Interacts with employees and management staff regarding training requirements; maintains training related records for employees in related software systems, maintains employee training records (e.g., hire date, training information, assessor information and state mandates); maintains relevant records for regulatory and accreditation reports. Determines appropriate coding, inputs and transmits data from related software systems, prepares data and forwards to agencies as needed; researches situations involving past training records, qualifications, annual updates to regulations and policies regarding training requirements for agency staff; researches changes and updates to training opportunities throughout the state for applicability to agency training needs; answers inquiries from employees and management regarding interpretation of county and agency training policies. Creates, edits, and copies training materials and communications as directed by manager. Sets up seminars, meetings &/or conferences & prepares agendas and materials. Keeps time and attendance records; maintains job related calendars; prepares travel expense reports; makes travel arrangements &/or reservations; notifies involved parties of meetings and trainings; trains office personnel in office procedures when assigned; conducts staff orientation on training requirements, processes and procedures as directed by manager.

ICAT Team

Provide clerical support for the ICAT team. Attend ICAT meetings and scribe notes, make sure all cost shares and sign-in sheets are signed and returned to record, enter all cost shares onto spreadsheet and any new or revised information that is needed; creates sign in sheets, cost shares and sends the ICAT agenda inviting appropriate parties. Invites appropriate placements to the meeting via email. Maintains the ICAT spreadsheet and all files. Maintains living arrangements in SACWIS for ass ICAT kids. Create files for all new ICAT youth; maintain the master log sheets of all ICAT cases. Process calculations for all new and or revised cost shares; process invoices/payments monthly, ensuring cost share sheets are accurate, if not revising them and process accordingly. Contacts placement provider if invoice is incorrect and requesting monthly report for all ICAT youth. Manages all correspondence for ICAT team, maintains a comprehensive spreadsheet for the ICAT program.

Residential Review Committee

Provide clerical support for the Residential Review Committee; attend weekly meetings, record meeting minutes and send narrative to CWSUP after meetings. Place narratives on shared drive for all to use. Send agenda weekly with meeting invitation. Maintain master spreadsheet of Committee meetings and activities.

Family Treatment Court Unit

Provides clerical support for the Family Treatment Court Unit. Files for 4CW’s, creates and updates addresses monthly for SAR’s. Mail SAR letters within required timeframe. Copy and process SAR documents within required timeframe. Send court approved documents to appropriate parties. Open/close/transfer cases according to established process. Print and distribute entry & orders for all Family Treatment Court Team.

All other duties as assigned.

High school diploma or equivalency – Five (5) years of full-time administrative experience.

AND

1-2 years of experience utilizing job-related databases, maintaining records for compliance audits and coordinating meeting, training, and/or conference logistics.

AND

Must have valid driver's license, insurance and provide own transportation.

(Other Evidence May Be Substituted)