Clerical Assistant (Social Services)

Community Action Committee of Pike County

Position Title:   

Clerical Assistant

Department:

Social Services

Reports To:

HEAP Operations Manager

Program Director:

Social Services Director

FTE:

1.0

FLSA Designation:

Non-Exempt

EEOC Category:

Administrative Support Workers

Pay Level:

6

Effective Date:

4/22/22

HR Approval: 

Employee Signature:

 

 

www.pikecac.org

OUR MISSION…

It is the mission of the Community Action Committee of Pike County to improve the well-being and independence of those we serve.

 

 

OUR VISION…

It is the vision of the Community Action Committee of Pike County to be the leading community service provider and employer of choice in the region.

 

OUR LOCATIONS…

Piketon

Waverly

Jackson

Portsmouth – Broadway

West Portsmouth

Manchester

OUR PROGRAMS & SERVICES…

·          Early Childhood & Head Start

·          Energy & Weatherization

·          Workforce & Business Development

·          Senior Programs

·          Community Action Transit System (CATS)

·          Social Services

·          Pike Mobility Management

·          Health Insurance Marketplace Assistance

·          Women, Infants, & Children (WIC)

·          Free Tax Preparation

·          Valley View Health Centers

·          Primary Care

·          General Dentistry

EQUAL OPPORTUNITY COMMITMENT…

 

Community Action Committee of Pike County is an equal opportunity employer.  No personnel decisions concerning any term or condition of employment shall be based upon race, color, religion, sex, sexual orientation, national origin, ancestry, disability, Vietnam-era status, age, military status, place of birth, or genetic information, except where such criteria constitute a bona fide occupational requirement.

 

About Community Action Committee of Pike County…

Since 1966, the Community Action Committee of Pike County has been providing a broad base of much needed services to residents of Southern Ohio to promote self-sufficiency and to address the major causes of poverty.  We are an embodiment of our nation’s spirit of hope – changing people’s lives and improving the communities we serve.

About Social Services Program…

For more than 30 years the Social Service Division of the Community Action Committee of Pike County has dedicated itself to providing quality direct and in-direct services to the citizens of Pike County, Ohio.  Services include but are not limited to:  Winter Heating and Summer Cooling (HEAP) Programs, PIPP Plus Program, Neighbor to Neighbor, Housing and Homeless Assistance, Water Bill Assistance Social Security Disability Application Assistance, Senior Companion Program, and assistance with home purchase and home repair thru USDA Programs.  The other component of this division is counseling and advocacy, as well as the collaborative referral network of partnering of inter and intra agencies and organizations to provide assistance to our most vulnerable and disenfranchised population.

Position Impact and Purpose…

The Clerical Assistant assists with customer service, makes telephone contacts and data entry for PIPP/HEAP/Crisis Fund, etc.

.  Reports to the HEAP Operations Manager. This position is housed at the CAC of Pike offices located in Piketon.  This position assists customers with scheduling appointments, PIPP applications, outreach, and referrals.

 

 

 

 

 

Key Relationships…

·         Front Office Receptionist

·         Social Service Social Worker

 

·         Intake Staff

·         AEP Staff

·         Social Service Program Liaison

·         Social Services Director

·         Homeless Program Manager

·         Heap Operations Manager

·          

 

Key Characteristics and Competencies…

·         Self-motivated

·         Calm

·         Reliable

·         Program informed

·         Knowledge of PIPP/HEAP

·         Multi task

·         Excellent customer service skills

·         Organized

Essential Functions…

Functional Area: 

Customer Assistance and Customer Service

Estimated Effort:  60%

Responsibilities, Deliverables, Outcomes and Expectations

 

·         Responsible for face to face client interview to determine eligibly for services

 

·         Greet visitors/client in courteous and professional manner and provide information as needed

 

·         Announce and escort visitors to and from waiting area to appropriate Social Service Staff

 

·         Answering telephone in a courteous and professional manner, routing calls to the appropriate staff, and transferring to voice mail when necessary

 

·         Responsible for complete PIPP Plus and State Heap applications

 

·         Responsible for entering and updating client data onto Excel Spreadsheet and in OCEAN

 

·         Provide clients Social Service/HEAP information and schedule appointments as needed

 

·         Knowledge of all office procedures including typing, faxing, filing, duplicating, scanning etc.

 

·         Support clients during interviews to determine eligibility for services

 

·         Be an effective liaison between the client, utility representative, and HEAP Vendor

 

·         Refer clients to other agency programs as needed and appropriate

 

·         Assist with client applications for Crisis Fund gas cards

Functional Area: 

 Program Responsibilities

Estimated Effort:  30%

Responsibilities, Deliverables, Outcomes and Expectations

 

·         Assist Heap Operations Manager with typing, filing, faxing, duplicating scanning, and other duties as needed

 

·         Attend meetings conferences and training sessions related to the duties of this position and disseminate acquired information to appropriate individuals inside and outside agency

 

·         Maintain a courteous, professional demeanor with clients and maintain a positive reflection of CAC and the Social Services Program

 

·         Must handle confidential information in accordance with agency policy

 

·         Accountable to the assigned Heap Operations Manager for completion of assignments and to high standards of accuracy, attention to detail, and timely completion of work

 

·         Adhere to all agency safety policies and procedures

 

·         Assist in establishing a safe work environment and ensuring compliance with Safety Policies and Procedures

 

·         Aware that Social Networking sites are banned during work time unless they are program specific and that excessive use of cell phones during work hours is prohibited

Functional Area: 

Other Responsibilities

Estimated Effort:  10%

Responsibilities, Deliverables, Outcomes and Expectations

 

·         Committee Assignments

 

·         Perform other duties assigned by Heap Operations Manager not in conflict with employee’s policies and procedures

 

·         Must immediately divulge information to Heap Operations Manager if convicted of criminal offenses and /or traffic offenses that could affect agency insurance coverage

 

·         Must be willing to engage in professional development efforts, including occasional overnight stays, as available to the position and requested by the Heap Operations Manager

 

·         Appropriate dress attire

 

·         Knowledge of Community Action Programs

Minimum Requirements…

Education: 

High School Diploma or equivalent

Job-Related Experience:

Minimum 1year clerical/office experience

People Management Experience:

n/a

Licenses, Certifications, and Accreditations:

n/a

Preferred Qualifications…

25 wpm typing screening no more than two (2 errors/5minute timed writing

Valid Driver’s License

Insurable under agency policy

Excellent customer service skills

Ability to handle confidential information in a professional manner

Work well with minimal supervision

Working Conditions…

Position is located within the Social Services Program of the agency with their own desk and computer equipment. Work is fast-paced at times and involves multiple and sometimes competing priorities. Can involve moderate-to-high levels of stress.