Summit County (Oh) Akron , OH 44301
Posted 3 weeks ago
Job Description
Job Title: Clerical Specialist
Division: Social Services & Social Services
Department: Social Services Departments
Title of Immediate Supervisor: Administrative Assistant/Clerical Services Supervisor
FLSA Status: Non-Exempt
Status: Hourly
Group: Bargaining Unit
Pay Grade: FD 2
Layoff Series: #5
Prepared By: Department Directors, Social Services
Prepared Date: 4/18/2021
Approved By: Deputy Director, Social Services
Revision Date: 2/14/2023
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.
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 competencies:
1.Adaptability
2.Communication
3.Customer Service
4.Dependability
5.Cultural Competency
6.Ethics
7.Initiative
8.Innovation
9.Interpersonal Skills
Language Skills:
Ability to read and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports and business correspondence. Ability to effectively present information and respond to questions from supervisors, clients, and the general public.
Demonstrated excellence in customer service required.
Mathematical Skills:
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
Reasoning Ability:
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Other Qualifications:
Incumbent is required to travel to/from Agency meetings within the County and State as directed by his/her chain of command, and as required for job duties. Travel requires the use of a vehicle insured in the incumbent's name, unless a County-owned vehicle is secured pursuant to contract language and/or Agency policy/procedure. Personal vehicles must be in good working order and appropriately accommodate passengers as needed.
Regular attendance is required. Incumbent must adhere to Agency policies regarding use of time off at all times.
Incumbent is required to adhere to Agency rules & regulations and support the mission, vision & guiding principles at all times.
Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this Job, the employee is regularly required to: sit; use hands to manipulate objects; reach with hands and arms and talk or hear. The employee is frequently required to stand and walk.
The employee is occasionally required to stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to twenty-five (25) pounds, occasionally lift and/or move up to fifty (50) pounds and rarely lift and/or move up to seventy-five (75) pounds.
Specific vision abilities required by this job include: close vision, distance vision, peripheral vision, depth perception and ability to adjust focus.
Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is occasionally exposed to outside weather conditions. The noise level in the work environment is of moderate intensity.
MUST BE ABLE TO TYPE 35 WPM
Summit County Children Services
264 S. Arlington St. Akron, OH 44306
Various Work Schedules Available:
Monday
Monday
Position : 576404000
Code : 20245700-2
Type : INTERNAL & EXTERNAL
Group : CHILDREN S
Job Family : ADMINISTRATIVE
Posting Start : 03/20/2024
Posting End : 12/31/2024
Details : Click for more info
MINIMUM HOURLY RATE: $17.50
Summit County (Oh)