Clerk

at  Spotsylvania County

JOB

Under direct supervision, performs clerical and customer service work in support of various department activities. Work involves greeting visitors/callers, answering telephone calls, maintaining log of callers/visitors, scheduling appointments, providing requested forms/documentation, preparing or processing documentation, and maintaining records. Employee is also responsible for retrieving information from computer programs and entering data into computer.

Social ServicesProvides clerical support for the Social Services Department; processes a variety of documentation associated with department operations, within designated timeframes and per established procedures.Answers telephone calls and greets office visitors; ascertains nature of business and directs callers/visitors to appropriate personnel; notifies appropriate staff of arrival of scheduled appointments; records/relays messages; initiates and returns calls as necessary.Maintains log of incoming telephone calls and visitors.Performs customer service functions; provides information/assistance regarding department services, activities, procedures, fees, or other issues; responds to routine questions, complaints, or requests for service; initiates problem resolution.Provides or distributes appropriate forms, applications, or other documentation to visitors; assists customers with completion of applications/forms as needed; reviews applications/forms for accuracy and completeness.Performs computer system inquiries and sets up cases for pending and approved TANF, FS, Medicaid, SHL, GR, Auxiliary Grant; Energy Assistance/Cooling and Foster Care cases; assigns cases to appropriate caseworker and schedules appointments.Processes transfer in and transfer out cases.Files statistical cards and case documentation.Sets up cases for pending TANF, FS, Medicaid, SLH, GR, and Auxiliary Grant cases; assigns cases to appropriate caseworker and schedules appointments.Coordinates calendar activities; schedules or reschedules appointments, meetings, or interviews with customers; updates calendar on a regular basis; contacts parties involved as appropriate.Obtains customer information through state computer programs (ADAPT and Medicaid pending); retrieves SEVS, IVES, and DMV information from computer system for eligibility workers; prepares reports of GR and SLH statistical caseloads. Enters/maintains OASIS information for Foster Care cases.Prepares appropriate applications, forms, and envelopes to mail yearly Medicaid reviews.Processes incoming/outgoing mail; sorts, organizes, opens, and/or distributes incoming mail; distributes court documents to social service workers upon receipt from sheriff; signs for incoming packages; prepares outgoing mail and certified mail for processing through postage machine; assists with bulk mailing projects.Transcribes case file information from audiotapes and downloads to computer.Types, prepares, or completes various forms, reports, correspondence, logs, calendars, child protective emergency removal forms, adoption letters, caseload reports, purchase requisitions, spreadsheets, or other documents.Receives various forms, reports, correspondence, lists, policies, procedures, manuals, directories, reference materials, or other documentation; reviews, completes, processes, forwards or retains as appropriate.Operates a computer to enter, retrieve, review or modify data; performs data entry functions by keying data into computer; verifies accuracy of entered data and makes corrections; utilizes word processing, spreadsheet, database, e-mail, social service programs, or other computer programs; performs basic maintenance of computer system and office equipment, such as backing up data or replacing paper, ink, or toner; assists in creating computer templates and electronic forms; coordinates service/repair activities as needed.Updates reference/resource materials, such as financial referral lists, Section 8 housing lists, or day care waiting lists.Maintains file system of department files/records; prepares and sets up files; sorts/organizes documents to be filed; files documents in designated order; retrieves/replaces files; shreds/destroys confidential or obsolete documents.Monitors inventory of department forms or supplies; ensures availability of adequate materials to conduct work activities; initiates requests/orders for new or replacement supplies; replenishes incoming forms/supplies.Communicates with supervisor, employees, other departments, customers, the public, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.Maintains/schedules agency vehicle fleet services, including dropping off/returning agency vehicles after maintenance or servicing.Prepares split-file cases and transfer-out cases; prepares cases to send to Quality Control.Performs general/clerical tasks, which may include making copies, sending/receiving faxes, assembling applications and paperwork for mailing to customers, filing statistical cards for open/closed cases, preparing or maintaining work orders for emergency/non-emergency maintenance work, or screening customer information in state program for referral to appropriate staff member.Provides assistance to other employees or departments as needed.Performs other related duties as required.