Clerk Typist 3

Lead Clerical Typist

This position is responsible for being a lead clerical typist and training others on entry of referrals. This position is responsible for typing and distributing telephone list, ochart and mail list of all agency staff. This position works with other departments on case lists and issues with CY48s. This position is responsible for typing letters, forms, contacts, etc. for agency units and attends meetings as needed.

• Types letters, reports, contacts, transmittals, home evaluations, etc. from hand written draft dictated sources or original source documents into draft or final form.
• Responsible for proof reading materials to ensure that information is grammatically correct, complete and adhere to agency rules and regulations. Type responding correspondence in appropriate format and proofread response for grammatical format and substance.
• Read correspondence in order to become familiarized with contents and determine what procedures to pursue in providing correct information which is in accordance with any applicable administrative constraints.
• Maintains operation of copy machine in clerical department. Periodically checks machine to see that it is kept in running order. Makes copies and collated materials for staff when needed. Maintains/operates office equipment.
• Determines clerical supply needs, sends notification to supervisor. Ensures all agency forms are in stock, up-to-date, legible and readily available for staff.
• Assists with projects including special projects as directed by Administrative Officer.
• Knowledge of word processing and use of computer program. Ensures proper letter formats are stored on hard drive and important documents are filed appropriately.
• Operates computer to create new files, open cases, close cases, listing of active clients, time schedule for reporting casework activity including but not limited to new intakes, quarterly reports and progress notes. Log information into computer, check for accuracy and prepare statistical reports are required. Ensures all information is correct and in accordance with agency requirements. Adheres to agency confidentiality policies and regulations.
  
  Maintains control of all clerical files, filing and supply needs.
• Operate fax machine and distributes faxed items and assures delivery to appropriate personnel.
• Trains other clerical support staff in role as back up resources to fill in during absences. Participates in clinical meetings when requested and performs other related work as required.
• Lead clerical typist in the clerical department. Trains other clerk typists on entry of referrals into the CAPS system. Assists with setting up typist with eCIS, MCI and CAPS access. Trains on how to find information for each referral in other systems. Ensures vital information is correct and up to date.
• Provides group training to any and all staff on referrals and clericals role on entry of referrals and what information is needed.
• Acts as liaison with typists learning referrals. Answers all questions regarding referral entry, identification of different types of referrals, and solves rare issues with referrals for clerical department. Reports to Clerical Supervisor when out of the ordinary issues arise and how they are resolved.
• Ensures referral log is up-to-date and completed. Any issues are brought to the attention of the Clerical Supervisor.
• Receives CPP list from Legal Department. Review case list and dispense information to the Caseworker, Supervisor and Manager of the case. Schedule meeting rooms as needed.
• Completes updated telephone list, ochart and mail list/directory of all staff in agency. Ensures accuracy of all lists. Disperses updates regularly to all staff, Administration and designated providers.
• Issues with CY48s. Regularly works with all Supervisors to review CY48s from their department and determine appropriate avenue to fix errors. Submission of completed documents.
• Ensure caseworkers have access to notification for information due dates.
• Back up clerical worker for Act 33 meetings in order to ensure accuracy of information by taking notes.
• Process clerical mail.
• Assign CAP numbers and…