CHEROKEE COUNTY
DEPARTMENT OF SOCIAL SERVICES

4800 W US Highway 64, Murphy, N.C. 28906

(828) 837-7455 - Fax (828) 837-4152

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November 10, 2022

POSITION: Processing Assistant IV

SALARY RANGE: Grade 59 – Range $31,119-$45,968

NUMBER OF VACANCIES: One

DEADLINE FOR RECEIPT OF APPLICATIONS: Open until filled

Job Description

The main purpose of the Program Assistant IV is to perform a variety of program and administrative tasks in support of a program. This position provides support primarily to the Administrative and Children’s Services departments but may support other DSS programs as needed. Responsibilities include coordinating, planning and implementing a program component within a service delivery environment that may be a specialized program, profession or service. Employees serve as primary resource and principal administrative and program support regarding processes and procedures applicable to the program. Working with and creating spreadsheets for tracking, tracking foster care children placements, assisting with completing billing for placement providers, entering foster care and adult services into state data system, pulling state data reports for social workers and supervisors, faxing and emailing information requests, filing case information, maintaining the filing system, making appointments for clients, traveling to schools, pediatrician offices, hospitals, and other places to obtain records needed by social workers. This position may transport children to placements, appointments, parent homes, etc. Travel with children may involve some afterhours time and may require travel outside of the county. This position provides back up for the reception desk for morning and afternoon breaks and lunch on a rotating basis. This position provides back up duties to the reception desk such as answering phones, transferring phone calls, answering citizen questions, and managing clients in the lobby area. While operating the reception area this position is also responsible for getting initial program forms completed for clients coming in for application, scanning necessary information to the document management system, running various computer checks, setting up case files, and notifying caseworkers when a customer is waiting. This position must be knowledgeable and helpful in making referrals to staff and/or other community organizations and individuals. This position will have public contact all day, either in person or by phone; good customer service skills are a necessity. This position is responsible for organizing supplies, refilling copier paper, copier ink, water cooler tanks. This position assists employees with filing, scanning, and other duties as assigned by the Supervisor. Must be able to work under stressful situations and multi-task. Employees report to the Administrative and Business Officer and the Director and work closely with all department heads. Employees possess a significant knowledge of program operations, policies and procedures to perform the work.

Work also involves responsibility for ensuring compliance with established guidelines and responding within established time frames. Work requires knowledge and use of a variety of office equipment systems and related technology. Several software packages may be used to complete work. These systems are used to enter, retrieve, verify, research, update and/or manage document control.

NATURE OF WORK This is the entry level for program Assistant. Employees independently perform a variety of program support and administrative tasks, applying varied guidelines and program knowledge which require some interpretation to resolve problems. Employees serve as primary resources to persons internal and external to the program to interpret, explain and gather information regarding program services, policies and procedures. Procedural and operational guidelines are normally available where employees must ensure compliance within established time frames. Employees independently choose the appropriate course of action to produce a variety of records and reports where subject matter and complexity may vary. Composition duties include a variety of letters, memos and reports which may require independent research utilizing significant program knowledge.

Program Assistant is required to treat the client in a respectful and courteous manner, while gathering minimum information needed to set up files and insure the client is seen by the proper worker. Processing Assistant must be capable of dealing with irate and emotional clients calmly and professionally and be ready for the unexpected.

This position must be very flexible. The duties of the Programing Assistant can vary from day to day. Various tasks may be eliminated and new ones assigned as necessary for the efficiency of the agency. After hours and weekend hours are required when needed.

SUPERVISION RECEIVED

This position is supervised by the Administrative Officer and the Business Officer; however, most of the work performed requires minimal supervision. The supervisor will track specific work flow processes daily, weekly and monthly. The supervisor will assist as needed.

KNOWLEDGE, SKILLS, AND ABILITIES

Significant knowledge of program procedures, methods and practices. Significant knowledge and ability to use correct grammar, vocabulary, spelling and program terminology to compose, proofread and edit correspondence, reports and other materials. Ability to record, compile, summarize and perform basic analysis of narrative and numerical materials. Ability to learn and independently apply laws, program rules and regulations. Ability to learn programs and services and apply this knowledge in problem-solving and responding to most questions and inquiries. Ability to use judgment in establishing program procedures and organizing and coordinating workflow. Ability to apply correct sentences and grammatical structure to independently compose and format materials within established guidelines. Ability to independently work with people with courtesy and tact in performing public contact and communication duties that may be sensitive in nature. Ability to gather and release pertinent program information. Ability to schedule and coordinate a variety of appointments, meetings and/or conferences. May require ability to coordinate the work of other staff, student workers or volunteers.

MINIMUM TRAINING 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.