Administrative Clerk III - Administration (HHS

Position: Administrative Clerk III - Administration (HHS)
This position is responsible for program clerical support, provision of high-quality customer service and coordination for various program areas within the department.

SCHEDULE

Division:  Administration

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

Applications are being accepted from current County employees as well as members of the public.  

This job description reflects management's assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned.

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.

Reconcile department P-card purchases on a monthly basis.

Communicate any necessary changes to current P-card users, supervisors and managers, including but not limited to updated or new procedures and end of year timelines.

Support all new P-card users with understanding the internal p-card process using available job aids and hands-on instructions.

Process all invoices by preparing the appropriate Request for Check (RFC) or completing purchase order transactions, and submit all finalized documentation to Accounts Payable for payment.

Enter requisitions to generate new purchase orders so payments can be processed promptly as invoices are received.

Provide support for the division's day-to-day fiscal responsibilities as assigned.

Provide back-up support for contract processing and other staff as needed.

Compose, type, and distribute routine correspondence and reports.

Communicate information to internal staff, external providers, stakeholders and other individuals.

Process internal departmental invoicing.  

Collect, verify and enter data information into various databases to ensure that program and funding requirements are met.  Create spreadsheets to track program data as indicated.  Compile data and generate result summaries.

Create and maintain paper and electronic filing systems for records, correspondence, and other material.

Review work done by others to check for accuracy, ensure that policies are followed and recommend revisions.

Scan or read incoming materials and check for accuracy. Determine how and where they should be classified or filed. Recommend revisions as needed.

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. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

High school diploma plus one additional year of formal preparation and two to three years of relevant prior experience. Proven experience in ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals as well as ability to compute rate, ratio, and percent and to draw and interpret bar graphs.  Proven experience with legal and medical terminology.  

Knowledge of Trauma Informed Care principles is essential.

Interactions & Communication

Responds to requests and initiate contacts to exchange basic or general information with others.

Decision Making

This position has authority to make decisions that are within general procedures and protocols; supervision is available as required or requested.  These decisions directly impact performance in the job and/or the work unit within a department and information is provided to others for their decision-making.

Thinking & Problem Solving

In relation to established procedures, protocols and policies of the County, challenges of this position tend to be routine and primarily related to procedure and process issues.

Tools and Equipment Used

Typewriter
XGA PC Projector

Telephone/TTY
Overhead Projector

Calculator
Microfilm Reader

Copy Machine
TV/VCR

FAX Machine
Overhead Projector

Personal Computer/Printer
Scanner/Imaging

WORK ENVIRONMENT The…