Clerical Specialist 3

Knox County Ohio•Mount Vernon, OH

About The Position

Knox County Job & Family Services is seeking a Clerical Specialist 3 for its Child Support Services Division. The position provides administrative assistance and clerical support to legal staff and helps address customer questions and complaints. The employee covers for other staff as needed and reports to the Child Support Administrator. The role performs clerical, administrative, records-management, customer-service, and case-support work under agency procedures and applicable laws and policies. Duties include processing data in the Support Enforcement Tracking System (SETS), preparing correspondence and reports, managing records, assisting with reception, responding to inquiries, supporting child-support staff, and completing administrative reviews and genetic-testing processing. The employee must maintain confidentiality, communicate professionally with clients and stakeholders, and keep up with changes to relevant procedures and regulations. Work may involve complex and varied tasks, independent decisions on routine daily activities, and interaction with customers who may be upset or irate. Overtime and work outside typical business hours may be required. The position involves light physical work, including occasional lifting up to 15 pounds and extended computer use.

Requirements

High school diploma or equivalent and one year of clerical or Administrative Assistant experience, or an 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.
Knowledge of office practices and procedures and agency policies and procedures.
Skill in dictation, word processing, and equipment operation.
Ability to solve practical everyday problems; calculate fractions, decimals, and percentages; maintain accurate records; screen mail; prepare concise and accurate reports; and gather, collate, and classify information.
Ability to cooperate with co-workers, answer routine telephone inquiries, and handle sensitive contacts with staff, clients, and the public.
Ability to define and solve problems, collect data, establish facts, draw valid conclusions, and use sound judgment and analytical skills.
Ability to work effectively with clients who may be upset, distraught, irate, or otherwise unable to function within a reasonable range of constructive behaviors.
Ability to organize and prioritize assignments, multitask accurately, and refocus in a fast-paced environment.
Ability to operate computer programs including Microsoft Word, Excel, Outlook, and agency-specific programs.
Integrity, reliability, and ability to maintain confidentiality.
Ability to deliver excellent internal and external customer service.
Proficiency in grammar, writing, mathematics, spelling, and punctuation.
Ability to follow safety policies and procedures and applicable federal, state, county, and department policies, procedures, laws, and regulations.
Ability to learn and communicate changes to applicable laws, rules, regulations, and procedures.
Professionalism when addressing and working with potentially irate customers; strong multitasking, organizational, and teamwork skills.
Ability to make routine daily choices without supervisory input, such as setting priorities or making referrals, while working under general guidance.
Ability to maintain regular, punctual attendance consistent with ADA, FMLA, and other federal, state, and local standards.
Ability to perform light work, including occasional lifting up to 15 pounds, and extended periods of computer work.

Responsibilities

Monitor and process data in SETS in accordance with local, state, and federal policy, including data entry and case noting.
Complete routine administrative tasks and prepare intermediate-level correspondence, letters, memos, and reports under supervisor direction.
Perform specialized clerical tasks independently, including computations, legal research, and cross-referencing data and information.
Manage office records, including scanning and reviewing service failures.
Cover receptionist duties, including direct client contact, answering phones, preparing correspondence, and directing calls.
Copy materials and prepare mailings as directed by Child Support Services staff.
Receive telephone inquiries from applicants, customers, other agencies, and the general public.
Provide clerical support to the child support attorney, program administrator, and case managers.
Communicate professionally with clients, attorneys, employers, community partners, and co-workers to respond to inquiries and provide information or education.
Communicate with the immediate supervisor regarding assistance, overtime, direction, and questions.
Maintain regular and predictable attendance; attend training sessions, video conferences, and workshops.
Keep all aspects of the job confidential.
Perform typing, word processing, and related computer operations.
Complete administrative reviews as needed; mail recommendations and monitor objection-period time frames.
Schedule genetic testing, complete laboratory processing, and monitor completion time frames for paternity establishment.
Draft, proofread, and type meeting minutes, memorandums, reports, confidential personnel documents, and general correspondence.
Deliver and pick up filings at Knox County Domestic Relations and Juvenile Court as needed.
Work overtime and outside typical work schedule or business hours as required.
Perform other duties as required.
Interact with employees, the public, and private- and public-sector organizations; guide or direct work, check progress, coordinate services, and support job development or referrals.
Make referrals and handle general client questions.