Administrative Clerk

POSITION SUMMARY Performs varied reception and administrative duties under the supervision of the Fiscal and Clerical Services Manager including, but not limited to use of office equipment, record keeping and general clerical duties.
Requires the ability to work independently, carry out job duties and responsibilities by utilizing independent judgment skills, multi-task and deliver high quality customer service to both internal and external employees and clients.
Essential duties and responsibilities are to be carried out timely and accurately, in accordance with all audit guidelines, State/County/Federal contract and audit requirements, DHHS policies & procedures, and Jackson County ordinances and policies.
ESSENTIAL DUTIES AND RESPONSIBILITIES Provides appropriate agency lobby and phone service to clients, customers and visitors/general public by: greeting, providing information and assistance, answering appropriate inquiries and directing to the appropriate staff for all Department of Health and Human Services programs in all units Provides detailed program and fiscal information to clients and employees regarding numerous programs for all units within DHHS Ensures proper handling, storing, shipping, and receipting of payment for water, urine, radon, and numerous other samples received for DHHS programs Serves agency's employees, clients, providers, and general public on the phone and in person in a warm and friendly manner Follows all guidance included in the Western Region for Economic Assistance (WREA) Consortium Lobby Services Manual Ensures WREA case documentation is submitted to CDPU in accordance with Lobby Services Manual; keeps log as needed for follow-up and questions from clients Issues Emergency vault cards in accordance with WREA guidelines Attends WREA Clerical Supervisor consortia meetings as requested Operates multi-line telephone system and over-head paging system Receives, sorts, and disperses agency's incoming mail following individual unit and program policies & procedures and requirements Prepares outgoing regular and certified mail following individual unit and program policies & procedures Ensures proper routing of email and fax documents to staff as needed and responds to inquires or requests Ensure staff are notified when clients arrive for their face-to-face appointments Direct clients to lobby phone and computer and assist as needed Performs faxing, copying and scanning as required and disperses as needed Follows proper procedures for opening and closing the agency every day Utilizes Microsoft Outlook Public Calendar to schedule appointments as directed by Director or Fiscal or Clerical Services Manager Assists in fulfilling internal and external requests to schedule DHHS conference rooms Performs general agency typing of letters, memos and forms Creates business cards and letterhead for DHHS staff as needed or requested Performs monthly alarms and emergency communication equipment checks to ensure building safety for staff and public Accepts client payments, issues receipts and records payments in accordance with cash handling and A/R policies & procedures and other programmatic and fiscal guidelines and requirements Ensures postage machine funds are replenished and always available Receives and processes checks from clients, state agencies, collection agencies, Medicaid and other insurance entities and all other sources of payment daily and in accordance with all applicable guidelines Processes all debit/credit card payments Communicates discrepancies with A/R transactions as needed Manages front desk petty cash, sunshine funds, and fundraising monies Disperses employee, provider and other checks timely and communicates as needed Creates, updates and maintains front desk Standard Operating Procedures in collaboration with Administrative Assistant Attends monthly Business Services staff meetings Maintains safety and security by following applicable policies & procedures Performs back-up duties and other dutieswithin unit as needed and assigned May be required to perform duties within other units of DHHS depending on vacancies EDUCATION AND EXPERIENCE REQUIREMENTS High School Diploma or equivalent Minimum of one (1) year experience and/or training that includes administrative, secretarial, clerical or reception KNOWLEDGE, SKILLS AND ABILITIES REQUIRED TO PERFORM JOB Knowledge of agency programs and operations Knowledge of Microsoft Office Suite programs Ability to communicate effectively and provide empathetic support Ability to utilize de-escalation skills and techniques Ability to keep accurate, up-to-date records and files Ability to plan, organize, andprioritize work Ability to work with confidential material Ability to multi-task Ability to read and interpret documents, and laws in the English language Ability to listen to and understand information and ideas in spoken and written format so individuals may effectively understand and convey communications Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals Ability to compute rate, ratio, and percent Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form Inductive and deductive reasoning – ability to combine separate pieces of information, or specific answers to problems, to form general rules or conclusions; includes coming up with a logical explanation for why a series of seemingly unrelated events occur together and deciding if an answer makes sense BENEFIT SUMMARY:Health Insurance Employee Contribution 2024:Plan 1 - Quartz HMO: Premium Employee Share - 11% Family - $2,035.
51/month $ 223.
91/month Single - $ 892.
96/month $ 98.
23/month SHERIFF'S DEPUTIES UNION: Premium Employee Share - 12% Family - $2,035.
51/month $ 244.
26/month Single - $ 892.
96/month $107.
16/monthPlan 2 - Quartz HSA: Premium Employee Share Family - $1,813.
21/month $163.
19/month Single - $ 795.
44/month $ 71.
59/month SHERIFF'S DEPUTIES UNION: Premium Employee Share Family - $1,812.
21/month $217.
59/month Single - $ 795.
44/month $ 95.
45/monthVision - VSP 2024Family - $22.
44Employee + 1 - $13.
63Employee & Children - $13.
92Single Plan - $7.
66Dental Insurance 2024: Employee Share – 50% Premium Employee Share Family Plan - $75.
99/month $38.
00/monthSingle Plan - $26.
67/month $13.
34/month Life Insurance: County paid for employee equal to yearly salary.
Additional coverage and coverage for spouse and dependents are available at additional cost.
Deferred Compensation Plans: Two plans are available.
Voluntary Accident/Cancer/Critical Illness Insurance: Employer will contribute $10 per month towards the plan.
ID Protection State Retirement: Employer match 50% Sick Leave: 1 day per month - accumulating Vacation: General Employees: 10 days during years 1 & 2 to a maximum of 25 days after 21+ yearsManagers: 15 days per year during 1st – 6th years of service; to a maximum of 25 daysJail/Dispatch: 12 days during years 1-5 to a maximum of 25 days after 21+ years Holidays: Non-Law Enforcement: 9 specific and 1 floatingLaw Enforcement: 10 personal days in lieu of holidays This benefit summary is for informational purposes only.
It is not intended as an implied contract of employment.