CSEA Secretary

Position Overview

Under direction from management and based on detailed instructions from attorney, higher level legal expert, training manuals, and Agency Policy and Standard Operating Procedures assists in day-to-day agency operations by relieving management of routine administrative duties, aids attorney in initiating legal action on child support cases, helps customers in understanding how the Agency's legal process works, and/or provides assistance to the public as initial point of contact at reception.

Summary of Job Duties

Prepares pleadings, orders and affidavits for court and general correspondences based on detailed instructions from supervisor, attorney, higher level legal expert, training manuals, and Agency Policy and Standard Operating Procedures; Gathers information and supporting evidence for these documents based on detailed instructions as to locating/obtaining the information; Prepares documents for court filing including copying and redacting as needed; Tracks service of process when necessary and notifies attorney of status; Updates designated databases and computer systems as to all case actions.

Tracks incoming referrals (processing them through the electronic workflow), court hearings, appointments, meetings, etc.; Takes messages, screens and directs calls; Screens problems, obtains documents and records to resolve issue; Serves as lobby receptionist; Greets and assist customers with completing forms and basic legal child support related questions; Directs customers; Reviews completed documents/forms for completeness and to determine next step.

Relieves management of routine administrative tasks; Composing answers to inquiries or correspondence which involves including necessary materials (pamphlets) and/or providing explanation of services/activities of assigned area; Gathers statistics; Aids in preparing reports and office procedures; Transmits routine assignments as directed by management; Logs, tracks, and monitors data on spreadsheets and takes next action or alerts others to take next action based on detailed instructions.

Sets up meetings and agendas including making notification to attendees; copies, collates and distributes materials; Updates manuals as directed by management. Aids in other secretarial duties as assigned (greets, directs, and assist customers when assigned front desk reception duties).

(Performs other duties as assigned)

Minimum Qualifications and Requirements

High School diploma or equivalent and two years of clerical/secretarial experience to include at least one year working with office software applications - OR completion of Associate Degree major course work in Secretarial Science or related field and one year of clerical/secretarial experience to include working with office software applications - OR alternative, equivalent evidence of the Minimum Class Requirements. (Other Evidences May Be Substituted.)