Secretary I - Finance

Montgomery County•Dayton, OH

About The Position

Secretary I is a full-performance-level secretarial position under the general supervision of the Supervisor. The role provides clerical support to the Job & Family Services and Children Services Departments and requires considerable knowledge of clerical and administrative procedures. The employee performs the material and substantial duties of the classification more than 50% of the time. Duties include supporting the Kinship Permanency Incentive Program by opening initial applications, completing redeterminations, meeting with clients for face-to-face redeterminations, retrieving information in SACWIS, entering information into the State KPI system, and preparing and maintaining program files and records. The position also fingerprints Kinship and Foster Parents and Children Services Department clients, maintains the fingerprint log, processes Justice Web daily, answers phones, and files open and closed KPI records. The Secretary performs specialized clerical and administrative tasks, searches records, organizes information, responds independently to routine administrative requests, and prepares or formats reports. Other responsibilities may include assisting with budgets, maintaining confidential files and office functions, coordinating meetings, managing the supervisor's schedule, and arranging travel. The position may assign, train, coordinate, schedule, and evaluate temporary clerical workers. Other duties may be assigned.

Requirements

Completion of twelfth grade, supplemented with business courses.
Three years of business-office experience demonstrating the required skills, knowledge, and abilities.
Ability to assume assigned coordination activities with other clerical workers.
Ability to communicate verbally and in writing.
Ability to develop and organize systems.
Ability to anticipate needs and follow up.
Experience using computers.

Nice To Haves

Experience using SACWIS programs.

Responsibilities

Operate current computer programs, including SACWIS, Access, Excel, and Word.
Open initial Kinship Permanency Incentive applications and complete redeterminations, including meeting with clients face-to-face.
Retrieve information using SACWIS and accurately enter information into the State KPI system.
Prepare and maintain files and records for the Kinship Permanency Incentive Program.
Fingerprint Kinship and Foster Parents and Children Services Department clients, and maintain the fingerprint log.
Perform specialized clerical tasks and search records.
Process Justice Web daily.
Answer phones and file open and closed KPI records.
Consult with the supervisor about systems design, workflow, and problem solving.
Gather, classify, and organize information and independently respond to routine administrative requests.
Prepare and format reports as needed.
Prepare and follow up on contacts, establish office procedures, conduct research, gather statistics, assist with budgets, maintain confidential files, and act as a liaison between the supervisor and other administrators or departments.
Coordinate meeting details and maintain office functions in the supervisor's absence.
Manage the supervisor's appointments and schedules; arrange travel and lodging; set up meetings; prepare agendas; notify participants; and arrange conferences and speaking engagements.
As assigned, assign, train, coordinate, schedule, and evaluate temporary clerical workers.
Perform other duties as assigned.