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Clerical Specialist Family Stability Job in Lima, Ohio US

Clerical Specialist Family Stability

Allen County Children Services - Lima, OH

Posted: 8/9/2021 - Expires: 11/8/2021

Job ID: 230426854


Job Description

Title of Immediate Supervisor: Family Stability Supervisor

Normal Working Hours: 8:00 a.m. to 4:30 p.m. (Monday through Friday)

Duties: Knowledge, Skills, and Abilities

  • Job Duties
    • Responsible for filing or scanning of documents within the units
    • Prepares files for review
    • Responsible for maintaining file integrity on open files and provide general quality assurance of files
    • Typing of correspondence for SAR/CR/CP and tracking for all
    • Typing of correspondence for MC/PAS and tracking for all
    • Maintain tracking/scheduling for Pre-adoptive Staffing (PAS)
    • Responsible for scheduling SAR/CR/PAS/MC virtual meetings
    • Prepares assignment notices for children in agency custody and relative custody
    • Prepares Foster parent inquires/Applications/Recerts/Licensing Letters
    • Maintain tracking for inquiries, foster care recertifications and adoption rules
    • Assists with activities for foster parent training
    • Assists with IL, Foster Care/Adoptive, Kinship activities/events as needed
    • Prepares letters and other duties as requested by WWK recruiter
    • Prepares letters and other duties as requested by the 30 DTF worker
    • Prepares letters and other duties as requested by Family Support Caseworkers
    • Prepares initial and redetermination letters for KPI and sends out packet
    • Request reports
    • Responsible for any fingerprinting within the units
    • Makes and receives calls for unit staff
    • Completes tasks in SACWIS
    • Attend and transcribe unit meeting notes
    • Maintain supply list for FC, FS, WWK, and 30 DTF
    • Other support functions as assigned
    • Responsible for back-up phone coverage
    • Attend clerical/support meetings as scheduled
    • Complete any training as required by state or agency
  • Job Requirements
    • Completion of secondary education with coursework in general office practice or comparable work experience
    • Experience in operation of telephone system
    • Effective communication skills
    • Intermediate computer and word processing skills
    • Must possess valid State of Ohio driver’s license and have full-time access to vehicle
  • Knowledge Required
    • Agency policies and procedures
    • Office practices and procedures
    • Telephone equipment use
    • Operation of computer
    • Postal rules and regulations
    • Public relations
    • Proper English usage, grammar, and spelling
  • Skills Required
    • To work cooperatively with and relate to other units within the agency and outside the agency
    • To communicate effectively both verbally and in writing
    • To plan, organize, and prioritize job duties
    • Skill in organizing and maintaining office processes and systems
    • To operate personal computer copier, fax, and agency switchboard
    • Sensitivity in dealing with diverse cultures
  • Abilities Required
    • Files documents according to alphabetical, numerical, and subject order
    • Carry out instructions in written and verbal form
    • Ability to handle multiple priorities
    • Ability to maintain professional demeanor and handle sensitive contacts with the public, agency staff, and governmental officials
    • Ability to use computer software to maximize office efficiency
    • Communicate effectively with supervisors, associates, and general public
    • Develop and maintain effective working relationships with supervisors, associates, and general public
    • Appropriately handle and transfer complaints from angry citizens
    • Carry out instructions in written and oral form
    • Create and maintain effective tracking systems

Equipment Operated

  • Computer, ten-key calculator, printer, copier, fax machines, postage meter, and switchboard

Physically Demanding and Hazardous Working Conditions Inherent in this Job
Physical Demands and Hazardous Working Conditions: The physical demands and hazardous working conditions described here are representative of those that must be met to successfully perform the essential functions of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this position, the individual is almost continuously required to sit, and talk or hear. Occasionally required to stand; walk, use hands to handle or feel objects, tools, or controls; and reach with hands and arms. May continuously repeat the same hand or arm motions many times as in typing. Frequently requires nonstop typing on the computer. Must occasionally life and/or move up to 25 pounds, such as files or boxes. Specific vision abilities required include close vision, depth perception, and the ability to adjust focus. Position requires to meet deadlines with time constraints and to interact with the public and other workers.

May occasionally come into contact with irate or upset individuals.

Work Environment
The worn environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is acceptable to this particular environment. However, the noise level can vary depending upon daily activity but will remain within the acceptable noise level range. Continuous interaction with the public and staff. Required to meet multiple demands from several people.

To Apply: Email your resume to with “ACCS Clerical Specialist” in the subject line.


Contact Information

Job Summary

Employment Type:
Full Time Employee
Job type:
Regular Employment
Skill Based Partner:
Education Level:
Attained Certificate of equivalency for a HS degree
Work Days:
Mon, Tue, Wed, Thu, Fri
Job Reference Code
Licenses / Certifications:
Display Recommended WorkKeys®Recommended WorkKeys®:
Applied Math: 4
Graphic Literacy: 4

Workplace Documentation: 3