Program Director Clerk III
3 weeks ago
The position of Program Director Clerk III provides advanced clerical and general office support for the Program Directors of the Child Protection Investigation (CPI) Division. The Clerk works diligently to maintain smooth office operations by planning, analyzing data, inventory control, assisting with human resource tasks, interpreting policy and procedures, and providing professional and courteous assistance to clients, families, and stakeholders.
The ideal candidate will have knowledge of office practices and administrative procedures, effective verbal and written communication skills, and the ability to work independently in a fast-paced environment. The selected candidate will be responsible for managing program-related data entry and case tracking information, answering and screening telephone inquiries, creating correspondence and forms, and maintaining confidential program-related documents.
The Program Director Clerk III will also be responsible for utilizing technology to maximize program efficiency and effectiveness, overseeing supply inventory, and creating purchase orders as necessary. Additionally, the selected candidate may assist with switchboard operations, notarizing legal documents, and training new admins as needed.
Key Responsibilities:
Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.
Compiles, organizes, tracks, and monitors various types of information, including agency random moment time studies, requests for IT changes, and client services authorizations.
Manages program-related data entry and case tracking information into IMPACT, including maintaining on-call schedules, reviewing, routing, and logging courtesy requests and case transfers.
Answers and screens telephone inquiries, including managing client questions or complaints in a professional manner.
Creates various correspondence and forms, including case staffing agendas, program meeting information, phone lists, organization charts, and meeting notes.
Maintains confidential program-related documents, including performance evaluations, personnel records, case records, and related files.
Utilizes technology to maximize program efficiency and effectiveness, including accessing applications to reserve conference and visitation rooms and assisting staff with processing travel claims.
Oversees supply inventory and creates purchase orders as necessary to ensure adequate supplies for all staff in the office.
May assist with switchboard operations, notarizing legal documents, and training new admins as needed.
Requirements:
Knowledge of office practices and administrative procedures.
Effective verbal and written communication skills.
Ability to work independently in a fast-paced environment.
Ability to operate a personal computer and various software packages, including Microsoft Word, Excel, and Outlook, at an advanced level.
Ability to effectively handle and prioritize multiple assignments in a dynamic environment.
Ability to communicate in a courteous and professional manner.
Ability to take initiatives and make sound judgments.
Working Conditions:
The Program Director Clerk III will work in a fast-paced office environment with frequent interruptions and deadlines. The selected candidate must be able to work independently and as part of a team, with minimal supervision. The ideal candidate will have excellent communication and organizational skills, with the ability to prioritize tasks and manage multiple projects simultaneously.
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