Vocational Trainee

CalHR•Susanville, CA

About The Position

Performs a variety of duties in support of public assistance and/or social service programs and related administrative functions. Incumbents work in partnership with paraprofessional and/or professional staff to provide routine clerical support to the program and supportive services to clients; and performs related work as assigned. Working under close supervision, Vocational Trainee is the entry/trainee level in the Vocational Trainee/Vocational Assistant classification. Employees in this class receive in-service training, and are given detailed instructions in performance of a variety of support functions related to public assistance and social service programs. As requisite skills and knowledge are developed, greater independence and the full scope of responsibility are exercised. Unless a position is permanently allocated to Vocational Trainee due to the nature of the work, employees are expected to promote to the Vocational Assistant after six months of satisfactory performance at the trainee level. SUPERVISION EXERCISED AND RECEIVED Incumbents in the Vocational Trainee/Vocational Assistant classification receive close supervision from a supervisor or manager in the relevant program area.

Requirements

Basic computer operation and programs (e.g. Word, Excel, PowerPoint, Outlook, etc.) to perform work activities properly and efficiently
Telephone etiquette when taking and receiving phone calls
Effective customer service principles and techniques
Modern office equipment including multi-line phones, copiers, scanners, and/or fax machines.
Correct English grammar, punctuation, and spelling to communicate effectively
Filing methods to organize and manage large amounts of information
Maintain confidentiality of client and departmental information encountered in the performance of all works tasks and responsibilities
Utilize a computer to perform basic functions (e.g. compose documents, conduct internet research, email, etc.)
Work effectively in a team environment
Organize work and set priorities to complete assignments in a timely manner and manage one's own time to complete work independently
Treat all those contacted in the course of work in a courteous, patient, and professional manner
Establish rapport and make the client feel safe; maintain professional boundaries with clients
Communicate effectively with individuals of diverse socio-economic and cultural backgrounds, as well as, individuals representing a wide diversity of ethnicities, cultures, opinions, and beliefs
Deal effectively with clients of various ages including those with physical, developmental, and/or emotional difficulties
Learn from on-the-job training
Work effectively when faced with frequent interruptions
Listen to what others are saying and ask questions as appropriate
Recognize and work within the scope of given authority
Adapt to ongoing procedural and technological changes
Be patient, tactful, and diplomatic when discussing sensitive or emotional issues
Maintain composure during emotionally stressful situations
Speak using proper sentence structure and vocabulary to communicate with others effectively; verbally explain difficult concepts, such as regulations and procedures, to clients in easily understood language and terms
Maintain accurate and detailed records/notes/logs and a paper filing system of client or department information
Establish and maintain effective working relationships and communicate effectively with professionals contacted within and outside of the department
Recognize subtle changes in behavior indicating hostility or aggression and respond accordingly; be socially perceptive and understand why others may react as they do
Coordinate work with other paraprofessional and professional staff members
Clearly and accurately communicate information and ideas in writing with correct English grammar, punctuation, and spelling; write clear, accurate and reports
Type/keyboard with sufficient speed and accuracy to complete office tasks in an efficient manner
Remain up-to-date on multiple cases with frequent updates or changes
Verbally explain difficult concepts, such as regulations and procedures, to clients in easily understood language and terms
Awareness and sensitivity to feelings, attitudes and trends in the community
Ability to read and understand various work-related documents (e.g. memos, letters, reports, etc.)
Take initiative to provide the most effective service possible within established guidelines and parameters.
Make basic mathematical calculations including addition, subtraction, multiplication, and division.

Nice To Haves

No specific education or experience requirements.

Responsibilities

Provides courteous, high quality service to those contacted in the course of work using the principles of effective customer service
Performs routine clerical duties such as answering phone calls, sorting and maintaining filing systems; posting outgoing mail and delivering incoming mail; processing documents; and performing receptionist functions using standard office equipment
Refers specific or complex questions received in person or by phone to the appropriate staff member
Reads complex laws, policies, or procedures for comprehension and relevance to daily tasks; adheres to Federal, State, and agency regulations in providing assistance to clients; and maintains confidentiality of protected information
Transports or accompanies adults and/or children to and from meetings, appointments, court activities, employment interviews, and other activities in the community that support overall client health and well-being
Assists clients in filling out appropriate applications or directs them to appropriate phone numbers to call to obtain community resources
Enters actions taken in support of client care and observations on the physical or psychosocial condition of client in appropriate databases/files and/or activity logs for tracking and access by all involved staff
Identifies emergency situations and refers clients to departmental or community services for emergency food, shelter, and clothing needs
Supervises routine, court ordered visits between parents, relatives, and children and provides updates to the case worker
Learns and complies with all County equipment and safety policies and procedures and California Occupational Safety and Health Administration (Cal OSHA) rules and regulations
Provides verbal reports to lead case workers or supervisors to update them regarding client's condition or care provided
Participates in external training or conferences to learn or improve upon activities conducted in work activities of the assigned department
Researches potential services available to program clients in their communities
Explains rules, regulations, policies, and procedures to clarify department functions to others
Under Social Worker guidance, provides information and available resources on sensitive topics such as substance abuse, family planning, or counseling services to help the community seek assistance without department intervention
Consults with supervisor or other agency staff if client does not seem to be progressing on an interdisciplinary treatment plan; reports client's non-compliance with self-sufficiency plans and reasons to caseworker or supervisor; consults with supervisor on clients who may need emergency assistance when needed
Prepares standardized documents or form letters to send to clients or other agency personnel
Provides child care while caregivers are attending vocational classes, job interviews, counseling, or meeting with social services staff
Learns and explains departmental and community programs and resources at organized events to establish community awareness
Performs related duties as assigned