Clerical Specialist 4

Portage County Ohio•Ravenna, OH

2d•Onsite

About The Position

Under the direct supervision of a supervisor, incumbent provides direct support to administrator, supervisors, and caseworkers to perform a variety of clerical tasks depending upon assigned division.

Requirements

Ability to operate computers for data input and retrieval
Proficiency in Microsoft Office, GroupWise and Internet Explorer
Knowledge of CRIS-E, OIES, SACWIS, OWCMS, SETS, Maximus Ledger Suite, MUNIS, MITS, BUY-IN, E-GATEWAY, E-QUIL, CCIDS, Time Force, Agency's Digital Imaging system, EDOCS, and other systems as required by program area responsibility.
Incumbent operates equipment such as, but not limited to, the following: personal computer, printer, calculator, multi-functional copier, fax machine and shredder.
Adherence to Agency Policies – Adhere to the rules of the agency (i.e. takes breaks/lunches when scheduled, clock in/out appropriately, conform to dress code policy).
Attendance & Punctuality – Is consistently at work and on time; Arrive at meetings and appointments on time.
Attitude & Demeanor – Exhibit a positive and supportive attitude, open and receptive to constructive feedback and direction, exhibit patience and able to control and regulate emotions.
Communication Skills – Communicate clearly and informatively using multiple methods and forms of media. Present numerical data effectively.
Customer Service – Manage difficult or emotional customer situations. Respond promptly and effectively to customer needs. Solicit customer feedback to improve service.
Ethics – Treat people with respect. Keep commitments. Maintain confidentiality. Uphold organizational values. Work with integrity and maintain high standards of integrity.
Independent Decision Making – Make correct decisions and stand behind decisions.
Initiative – Volunteer readily. Undertake self-development activities. Seek increased responsibilities. Take independent actions and calculated risks. Look for and take advantage of opportunities. Ask for and offer help when needed.
Interpersonal Skills – Focus on solving conflict, not blaming. Listen to others without interrupting. Keep emotions under control and use reason when dealing with emotional topics. Remain open to others' ideas and try new things.
Professionalism – Approach others in a tactful manner. React well under pressure. Treat others with respect and consideration regardless of their status or position. Accept responsibility for own actions. Follow through on commitments; exercise common sense and good judgment about his/her appearance.
Teamwork – Balance team and individual responsibilities to help accomplish work goals. Exhibit objectivity and openness to others' views. Give and welcome feedback. Contribute to building a positive team spirit. Put success of team above own interests. Able to build morale and group commitments to goals and objectives. Support everyone's efforts to succeed.
Time Management – Demonstrate the ability to prioritize assignments & effectively schedule time. Complete assignments on time, generate work in an allotted time, and complete work in an accurate and thorough manner.
Must be able to type 40 w.p.m. and achieve 90% accuracy demonstrated through testing.
Must possess a valid Ohio driver’s license and maintain continuing eligibility under the existing county driver eligibility standards.

Nice To Haves

Associate’s degree in business or related field preferred required or five years related experience in the business field.

Responsibilities

Electronically scan, categorize and enter relevant documents into the appropriate electronic Fiscal folder.
Perform a variety of clerical tasks depending upon assigned division – Includes but not limited to: scheduling meetings and sending out reminders to employees and clients, maintain appropriate agency forms, answer routine telephone inquiries from public, maintain filing system, prepare correspondence, assist in preparing supply order, sort and deploy supplies orders to supply contacts, fill out print shop request and enter into a tracking report, update and confirm annual agency inventory reports, routine data entry into computer systems, update agency training database as needed, prepare travel request PO and update tracking report, filing as needed. Maintain employee insurance spreadsheet.
Schedule needed maintenance and repairs on agency vehicles and notify drivers of pick-up or delivery dates and times. Complete monthly checks of supplies and odometer readings and enter on corresponding spreadsheets as required. Complete yearly E-check on agency vehicles. Complete Enterprise log and gas receipt spreadsheet.
Stock supplies and maintains agency copy paper storage areas for all JFS buildings. Obtain 3 quotes for needed supplies and notify purchase team of such.
Maintain inventory of cleaning/janitorial products and supplies
Support mail duties which include daily collection of mail and faxes in several areas, sorting mail for different divisions, update mail tracking report.
Transport and deliver general office supplies, mail and/or master case files to all JFS offices, when necessary. Distribute agency supplies to departments as needed.
Attend training sessions, workshops, meetings and seminars.
May assist in training new employees.
Operate a motor vehicle as needed to perform the essential functions.
Perform other job related functions as needed.