Administrative Clerk III; HHS

An Equal Opportunity Employer

This position is responsible for providing clerical and administrative support to the Family Wellness and Preservation division, including direct interactions with clients, vendors, staff, and division leadership. The position also serves as the representative payee for processing and reconciling child trust accounts.

This position has no supervisory responsibilities.

• Division:
  Family Wellness & Preservation
• Days:
  Monday – Friday
• Work Hours:
  
  8:00 a.m. – 4:30 p.m.
• Hours Per Shift: 8
• Shifts Per Pay Period: 10
• Position FTE: 1.00

• Assist in quality control efforts. Monitor, verify and audit records and other materials to ensure compliance with State, Federal, county and departmental documentation requirements. Recommend revisions as needed to support best practice standards.
• Process all invoices and purchase orders and submit to Accounts Payable for payment or process payment with County‑issued p‑card.
• Assist with contract development in the areas of provider information requests, including licenses, proof of insurance and general information, and update internal documentation accordingly.
• Act as the division’s gift card custodian, responsible for purchasing, tracking, and submitting documentation as needed.
• Provide administrative back‑up support for division and agency staff as needed.
• Compose, type, and distribute routine correspondence and reports.
• Support with the planning and execution of the division’s outreach activities and events with clients and the community.
• Communicate information to consumers, internal staff, external providers, State database systems, stakeholders and other individuals.
• Collect, verify and enter data information into various databases to ensure that program and funding requirements are met. Enter and route referrals received into the electronic database. Create spreadsheets to track program data as indicated.
• Coordinate with division supervisors on scheduling time‑sensitive court hearings and assist staff with all necessary e‑filing requirements.
• Assist in the tracking of identified division/program target measures. Provide quality assurance and statistical reports to program leadership.
• Assist with the ordering and printing of program forms, policies and procedures, training manuals, informational brochures, program materials, and other items as needed.
• Scan, file, and organize legal, medical record, and case documents.
• Create and maintain paper and electronic filing systems for records, correspondence, and other material.
• Serve as the representative payee for child trust accounts, including documentation and processing of payments issued and received and reconciliation of account balances in the electronic systems. Provide back‑up on an as‑needed basis to the main representative payee overseeing the behavioral health adult client accounts.
• Create and distribute various reports and correspondence for the division including but not limited to certifications, newsletters, memorandums, calendars, and event schedules.
• Conduct necessary caregiver background checks for all vendors, volunteers, and guardians to remain in compliance with state and federal guidelines.
• Make travel arrangements for division staff. Prepare travel documents and arrange hotel confirmations and payments.
• Participate as a member on the department sweep team for emergency preparedness, assuring that assigned area is clear during weather alerts, 911 incidents, and other times the team is activated.
• Demonstrate a commitment to county safety and risk management efforts.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Education:
  
  High school diploma or equivalent plus one additional year of formal preparation and two to three years of relevant prior experience.
• Mathematical proficiency:
  Addition, subtraction, multiplication, division, fractions, decimals, rates, ratios, percent, and bar graph interpretation.
• Knowledge of Trauma‑Informed Care…