Job Description

Posting number: 220000122

Department: Job & Family Services

Division: Child Support Services

Job classification: CLERICAL SPECIALIST 3

Posting type: Open

Categories: Social Services, Child Support

Summary

Knox County Job & Family Services is seeking a Clerical Specialist for its Child Support Services Division.

The primary purpose of the Clerical Specialist 3 classification is to provide Administrative Assistance and clerical support to the legal staff and assist with customer questions and complaints. Covers for other staff as needed. Individual reports to Child Support Administrator.

Knox County is an Equal Opportunity Employer.

Examples of duties

• Monitors and processes data in accordance with local, state, and federal policy in the Support Enforcement Tracking System (SETS). This includes data entry, case noting, etc.Under the direction of supervisor, accomplish routine administrative tasks and prepare intermediate level correspondence (i.e., letters, memos, reports) for Child Support Services staffPerforms specialized clerical tasks independently according to standard agency procedure, requiring the use of multiple computations, legal research, cross-referencing of data and information. Manage office records to include scanning and reviewing service failures. Assist and cover receptionist duties to include direct client contact, answering phones, preparing correspondence and directing calls.Copy and prepare mailings according to the direction of CSS staff members.Receive telephone inquiries from applicants/customers, other agencies, and the general public.Provide clerical support for the child support attorney, program administrator, and case managers.Communicates professionally and effectively with clients, attorneys, employers, community partners and co-workers to respond to inquiries and provide needed information/education.Communicates with immediate supervisor for needed assistance, overtime, direction, questions, etc.Demonstrates regular and predictable attendance.Attends various training sessions, video conferences and workshops.Hold as confidential, all aspects of the job.Performs typing, word processing and related computer operations.Completes Administrative Reviews as needed. Mails recommendation to individuals and monitors time frames for objection periods. Schedules genetic testing for individuals, completes genetic testing processing for laboratory, and monitors for time frames of completion for paternity establishment. Draft, proof, and type correspondence such as meeting minutes, memorandums, reports, confidential personnel documents, and general correspondence to customers, ODJFS, and/or the general public.Deliver and pick up filings at Knox County Domestic Relations and Juvenile Court as needed. Works overtime and outside of typical work schedule/business hours as required. Performs other duties as required.Interact with employees, the public and private/public sector organizations. Guide/direct, check on progress of work assigned coordinate services, and job development/referralsMake referrals handle general client questions

Qualifications

• High school diploma or equivalent with one (1) year of clerical or Administrative Assistant experience; or any equivalent combination of training and experience
• Valid driver’s license and auto insurance as required by county employment.
• Satisfactory BCI and FBI background check and employment pre-screening

Supplemental information

• Knowledge of office practices and procedures; agency policy and procedures.
• Skill in dictation; word processing; equipment operations.
• Ability to apply principles to solve practical, everyday problems; calculate fractions, decimals and percentages; maintain accurate records; screen mail; prepare meaningful, concise and accurate reports; gather, collate and classify information about data, people or things; cooperate with co-workers on group projects; answer routine telephone inquiries from public; handle sensitive inquiries from and contacts with staff, clients and general public.
• Ability to define and solve problems, collect data, establish facts, draw valid conclusions using judgment, and analytical skills.
• Ability to work effectively with clients who may be upset, distraught, irate, or otherwise unable to function within reasonable range of constructive behaviors.
• Organize and prioritize work assignments, multitask with accurate focus and refocus in a fast-paced environment.
• Efficiently operate computer programs such as, but not limited to, Microsoft Word, Excel, Outlook, and agency specific programs.
• Demonstrate integrity, reliability, and the ability to maintain confidentiality.
• Deliver excellent customer service, externally and internally.
• Proficiency in grammar, writing, mathematical skills, spelling, and punctuation.
• Thorough knowledge, adherence and aptitude to follow safety policies, procedures and practices; and
• Thorough knowledge, adherence and aptitude to follow federal, state, county, and department policies and procedures, laws and regulations.

Work consists of complex, varied, standardized and non-standardized tasks requiring application of numerous laws, rules, regulations, and procedures. The position requires the individual to be continually aware of changes occurring which must be learned and communicated as necessary. Individual must be able to professionally address and work with potentially irate customers.

Individual must demonstrate multi-tasking and organizational skills. Individual must adhere to departmental rules and procedures regarding confidentiality due to the nature of information that is accessed. Individual makes choices or decisions without supervisory input on most daily activities, such as establishing priorities or making referrals to other agencies. Supervisor does provide general guidance, but allows the individual the ability to plan the procedures and methods to accomplish objectives. Individual must perform as a team player. Errors in work may cause inaccuracies in reports, records, or technical data resulting in inaccurate or incomplete information.

Individual performs light work, which may require lifting up to fifteen (15) pounds occasionally. Ability to maintain regular, punctual attendance consistent with the ADA, FMLA and other federal, state and local standards. Physical activities include standing, walking, manual dexterity, grasping, talking, and listening.

Requires computer work for long periods of time. Minimum visual activity of the seeing job is close to the eyes.