Clerk - SSA

SUMMARY
Performs a variety of clerical tasks within the SSA Department related to the generation, organizing and storage of information; handles reception desk and customer service duties. All duties, general and specialized, included in this description will be cross trained for shared assignment and backup.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Uses computer for spreadsheets, word processing, database management, and other applications. Types, enters data, formats, proofreads, and edits documents or computer files.
• Maintains, coordinates, and distributes interoffice communications. Prepares letters, memos, and other correspondence for department staff, to include dictated and written correspondence for all SSA services.
• Copies, scans, collates, and distributes SSA related documents, including scanning duties of required documents as directed. Files documents in appropriate sections which correspond to the master file index.
• Handles main and departmental switchboard and reception duties to include: directing and/or routing callers to proper location and/or extension, paging if necessary; takes messages for staff as needed; signs in and directs visitors to internal contacts ensuring safety policies and procedures are followed. Handles delivery and pick up items.
• Announces emergency codes as directed or by policy and procedure. Assists with security of building and staff by following all agency sign-in procedures. Participates in and assists with monthly drills - fire, storm, and tornado.
• Provides general information to the public, enrollees, families, and staff regarding Board services.
• Maintains cross training of various duties of all department clerks to provide back-up coverage as necessary. Covers for lunches, breaks, and days off of other clerks. Assists staff with scheduling conference room space at SSA/IS office.
• Maintains records in an organized fashion prior to submission into the Intellivue system. Prepares documents for scanning in Intellivue archiving program; scans and retrieves documents from Intellivue; performs annual file purging.
• Completes assigned Random Moment Time Study.
• Attends assigned meetings and takes notes as directed. Records and processes minutes and other reports for committee and department meetings.
• Performs filing tasks to assist the SSAs to maintain up-to-date files on program individuals. Creates initial file folders for case assignment and retrieves relevant documents from SSA’s work space; inserts and/or deletes a variety of documents pertaining to each file as needed.
• Assists with event coordination including, but not limited to, communicating with appropriate vendors, processing mailers, attending planning meetings and tracking.
• Performs miscellaneous filing tasks, copying tasks, mailing (preparing and receiving of US Postal mail, interoffice mail, etc.), and other office related duties and tasks, as directed.
• Assists Privacy Officer to protect confidential information of the individuals served from unauthorized use or disclosure.

SPECIALIZED DUTIES AND RESPONSIBILITIES

• Facilitates timekeeping for department and maintains flex time, telecommuting, comp time balances, and sick time exchange programs as a component of timekeeping duties. Takes department report offs, forwards to supervisors and agency staff by email daily. Tracks new employee start dates and notifies supervisors of the need for probationary evaluations.
• Updates department directory. Maintains mail slots, handles postage meter updates, and assists with outgoing mail. Performs data entry for Alert Now notification system. Processes reports/documentation as assigned, (i.e.: IDS, Brittco, Waiver Documents) in accordance with Federal, State, and Local timelines. Creates digital indexing of scanned records and/or documents. Closes out incident reports after review, and follow up to completion.
• Coordinates Family Support services paperwork as applicable. Prepares registration forms for SSA staff attendance at trainings and seminars. Maintain tracking systems for eligibility, caseload report, monitoring, residential and other systems as assigned (i.e.: referrals, respite, etc.). Maintains caseload report as assigned. Orders supplies and processes billing invoices as directed.

OTHER DUTIES AS ASSIGNED
The Essential Duties and Responsibilities above represent the most significant duties of this position, but does not exclude other occasional work assignments that would be within the qualifications and responsibility levels of the position.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Experience and Skills:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• High School Diploma or General Education Degree (GED); or two years related experience and/or training; or equivalent combination of education and experience.

• Medical, Dental, and Life Insurance, as well as Flexible Spending Account options.
• Voluntary Benefits including Vision Insurance, Supplemental Life Insurance, and Deferred Compensation.
• Personal days, vacation days, and sick time. 14.5 Paid holidays each year.
• Ohio Public Employee Retirement System (OPERS)
• Employee Assistance Program
• Tuition Reimbursement
• Attendance Incentive Program

From: Stark County Board of Developmental Disabilities