Primary Purpose
The major purpose of this position is to set up files for new Child Protective Services (CPS) reports. This position is supervised by the Administrative Services Assistant in Child & Family Services Division.
Essential Functions
This position is responsible for maintaining information and records related to setting up a file for a new CPS report. If there has been a previous report, this employee is responsible for retrieving the file from the file room. Setting up a case includes keying case information into the CPS Intake log, preparing the 5027 for the Social Worker, typing up a request for letter form, typing the 5-day letter, pulling criminal checks, running Accurint checks on individuals that are involved or are associated with a case, and maintaining the various folders on the server. Employee is responsible for ensuring that time sensitive correspondence is processed within the specified timeframes. Also, the employee is responsible for assisting the Adult Protective Services Unit when they need Accurint checks pulled.
The employee documents RNT’s, types case decision letters and keeps track of the RIL spreadsheet. This position is responsible for attending and taking minutes at the Quarterly Community Child Protection Team/Child Fatality Meetings.
This employee utilizes the CPS numerical/chronological filing system. Information contained within the files relates to CPS records, investigations, assessments and services rendered. Typed and computer-generated files are scrutinized by the employee and/or supervisor assigned to the report.
Once certified, this employee notarizes documents for the department as needed. This position has contact with people outside of the agency due to notarizing documents for CPS and for the entire agency when a notary is needed. This position has frequent contact with individuals within the Division especially in the performance of inputting data, setting up cases, and generating correspondence. Information shared by this position is typically of a confidential nature due to the sensitivity of CPS cases and is usually limited to those individuals within the Child & Family Services Program area.
The employee utilizes agency manuals, a job-specific manual and direct input from agency staff to prioritize work assignments.
This position also assists in disaster relief efforts that includes but is not limited to shelter duty. Assignment to emergency shelter duty during times of potentially dangerous or manmade disasters is an essential function of this position and you shall be required to fulfill these duties when instructed. Position may perform other duties as assigned by the Administrative Services Assistant V, Social Worker Program Administrator I, Social Work Program Manager, Director, and Deputy Director.
Minimum Education and Experience
Graduation from high school and demonstrated possession of knowledges, skills and abilities gained through at least one year of office assistant/secretarial experience; or an equivalent combination of training and experience.
Knowledge, Skills, and Abilities
General knowledge of office practices and procedures. Ability to type with accuracy at the speed required by the position. Ability to correct spelling, grammar, punctuation, and typing errors. Ability to use judgment in organizing and establishing formats. Ability to demonstrate exemplary job performance in multi-tasking, being accurate and effective in a timely manner.
Additional Information
Physical Requirements
Position is responsible for documenting information, record keeping and maintaining files which include lifting, transporting, purging, filing in cabinets above shoulder level.