Clerical Specialist

Position: CLERICAL SPECIALIST
Position Description

Summary

Reporting directly to the Administrative Assistant/Clerical Services Supervisor, the Clerical Specialist provides technical and administrative support in a one-on-one working relationship assuring that each assigned unit/department runs smoothly and in a consistent fashion.

The Clerical Specialist is committed to practicing cultural competence by working respectfully and effectively with people of all cultures, classes, races, genders, ethnic backgrounds, religions, sexual orientations, mental and physical abilities, ages and appearances in a manner that respects and preserves the dignity of all. The Clerical Specialist commits to adhere to SCCS' mission, vision and values at all times.

Essential Duties and Responsibilities include the following. Other related duties may be assigned.

* Maintains confidentiality of all records in accordance with agency policies, local state and federal regulations.

* Provides clerical support to supervisor and assigned unit/department staff as needed/directed.

* Greets visitors and clients with a friendly and professional demeanor at all times;
Communicates with customers, employees, and other individuals to answer questions, disseminate or explain information, and address complaints.

* Assists with making telephone contact to external participants in order to schedule meetings;
Responsible for internal employee scheduling and assignment of requested meetings.

* Processes telephone calls and email correspondence as required; organizes and updates family folders/files, and schedules conference rooms.

* Works collaboratively with all agency departments and staff to ensure compliance with all unit requirements.

* Accesses Statewide Automated Child Welfare Information System (SACWIS) as needed;
Extracts information and inputs activity logs, as needed;
Gathers data and completes statistical reports to capture unit outcomes and demographic data as requested by supervisor or chain of command.

* Scans case-related material into Electronic Document Management System (EDMS) (aka Traverse) and notifies associated persons of newly scanned material, when appropriate.

* Performs oral swabs and documents appropriately, as directed.

* Operates office machines, such as photocopiers and scanners, facsimile machines, voice mail systems and personal computers in a competent and efficient manner.

* Assists other clerical staff within assigned Department and provides coverage as needed; works as a team to ensure work is completed accurately and within a timely manner.

* Provides support/coverage within the Clerical Specialist classification as needed/directed, including the Front Desk/Reception (Main Building, Education Center, and Visitation units).

* Maintains and orders office supplies, prepares Purchase Orders, conducts unit inventories and assures availability of supplies;
Maintains office equipment;
Sorts and distributes unit mail.

* Assists in the orientation/shadowing of agency staff as required by the employee's chain of command.

* Attends and participates in supervision meetings as established by the employee's chain of command and based on the needs of the worker/caseload;
Attends and participates in all agency meetings including unit, department, division and all staff meetings.

* Attends trainings as identified by the chain of command or where otherwise required/directed.

* Adheres to all agency policies and procedures, including but not limited to Professional Ethics and Conflict of Interest policies.

Education and/or Experience

High School Diploma or GED required;
Associated Degree in Business or Social Services related field preferred.

Two years of office/administrative experience required;
One year of experience working in a child welfare or social services agency preferred.

Certificates, Licenses, Registrations

Although this classification is not regularly required to possess a valid State of Ohio drivers' license and/or possess auto insurance as defined by Ohio Administrative Code (OAC), the incumbent must meet the requirements outlined in agency policy if he/she/they do drive for work purposes.

Computer Skills

To perform this job successfully, an individual must have demonstrated knowledge in all Microsoft Office products including, but not limited to Word, Excel, PowerPoint and Access, as well as Publisher; demonstrated knowledge of audiovisual equipment as it pertains to the training environment.

Required to possess exceptional organizational skills with a demonstrated attention to detail, proofing skills and data preparation skills. Proficiency in typing thirty-five (35) wpm required with knowledge of office machines, including, but not limited to, copier, printer, voice mail phone system, and facsimile machines.

Knowledge in using SACWIS and Document Management System (e.g., Traverse) preferred.

Supervisory Responsibilities

This position has no supervisory responsibilities.

Core Competencies

To perform this job successfully, an individual must demonstrate the following…