Clerical Specialist 4

JOB OBJECTIVES: Under the direct supervision of a JFS Supervisor or Lead Attorney, incumbent provides direct support to administrator, supervisors, staff attorneys, and caseworkers to produce complex administrative/technical, legal and/or medical documents. Incumbent performs variety of clerical tasks depending upon assigned division.

ESSENTIAL JOB FUNCTIONS:

• Provide direct support to administrator, supervisors, staff attorneys, and caseworkers by operating high-level word processing systems within Microsoft Office to produce complex administrative/technical, legal, and/or medical documents including but not limited to contracts, business correspondence, charts, graphs, spreadsheets, etc.
• Schedule appointments and/or hearings.
• Accurately record data and produce documents using available software.
• Perform a variety of clerical tasks, including but not limited to maintaining filing system, preparing correspondence, and opening, sorting, and distributing agency mail.
• Assist the general public with information about our programs and services.
• Enter Data into Case Management systems.
• Prepare and scan documents into the Digital Imaging System and route documents to appropriate recipients as necessary.
• Evaluate requests for NET (non-emergency transportation) services and determine eligibility. Analyze cost effectiveness and determine method of delivery.
• Utilize reporting tools to review, analyze, and report out statistics on a daily, weekly, and monthly basis.
• Complete travel requests and required paperwork for all PA travel.
• Obtain copies of Court orders needed to maintain the case file.
• Operate a motor vehicle as needed to perform the essential functions.

NON-ESSENTIAL JOB FUNCTIONS:

• Attend training sessions, workshops, meetings and seminars.
• May assist in training new employees.
• Perform other related Essential and Non-Essential functions as needed.

JOB REQUIREMENTS

Systems: Ability to operate computers for data input and retrieval; proficiency in Microsoft Windows, Microsoft Office and web browsers (Internet Explorer and Google Chrome), knowledge of CRIS-E, OIES, SACWIS, ODAPS, OWCMS, SETS, CFIS, MUNIS, MITS, BUY-IN, eGateway, eQuil, CCIDS, OCLQS, Time Force, Agency?s Digital Imaging systems and other systems as required by program area responsibility.

Equipment: Incumbent operates equipment such as, but not limited to, the following: personal computer, printer, calculator, multi-functional copier, fax machine and shredder.

Competencies: To perform the job successfully, an individual should demonstrate the following competencies in the position.

• 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.