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office automation clerk nf2
4 months ago
The purpose of the Child and Youth Programs (CYP) Office Automation Clerk is to serve as a contact point for information and perform clerical and administrative tasks, which includes Child Development Centers (CDC), School Age Care (SAC), Family Child Care (FCC) and Youth Programs (YP).
MAJOR DUTIES AND RESPONSIBILITIES:
Performs a combination of record keeping, reporting and liaison (family and program) duties in one or more CYP component.
These tasks are summarized below.RECORD KEEPING AND REPORTING:
Prepares and maintains assigned correspondence, office files, records, statistical and financial data pertaining to CYP components (CDC, SAC, FCC and YP).
Prepares required daily, weekly and monthly reports in compliance with reporting policies and procedures and ensures submission in a timely manner.
Ensures required child registration and enrollment paperwork is current and complete. Provides required information to requesting agencies.Operates technology, associated office equipment and a wide variety of software programs to produce a correspondence, spreadsheets, charts, reports and graphic materials.
Proofreads prepared correspondence and checks for accuracy. Conducts research of files and records in order to resolve discrepancies. Notifies supervisor of discrepancies, to include any issues/ problems that cannot be resolved. Organizes flow of operational program processes in an office environment.LIAISON WITH FAMILIES AND PROGRAMS:
Provides front desk coverage and logs participants in and out of the facility. Informs and answers questions regarding programs and services, patron financial obligations, waiting lists, events, and policies and procedures. Asks questions to determine, verify and solve problems. Checks for satisfaction on the quality of provided services. Takes action to solve problems quickly. Takes telephone calls and responds to inquiries, referring calls to supervisor or other personnel as appropriate. Performs assigned resource and referral duties and assists in maintaining current waitlist is needed. Understands and articulates policies relating to patron fees, waiting lists, and program events. Alerts supervisor or proper point of contact for assistance as needed.
FEES AND SUPPLIES:
Oversees administrative management of the reception area to include the operation of an automated record and payment system. Collects fees, administers charges, and records payments in accordance with proper procedures. Notifies supervisor of delinquent payments. Completes a daily activity report and ensures proper deposit of funds in accordance with established cash handling procedures. Receives annual cash handling training from local Human Resource Office.
Responsible for monitoring front desk supplies and resources; notifying supervisor of items to be replenished.
ADDITIONAL RESPONSIBILITIES:
Provides World Class Customer Service with an emphasis on courtesy. Performs other duties as assigned. This is a white-collar position where occasional lifting up to 20 lbs may be required.
Serves as a mandatory reporter to Family Advocacy and Child Protective Services as prescribed by policy in the case of suspected incidences of child abuse and neglect.
