Overview
Office Administrator Jobs in West Chicago, IL at Pallet-Tek LLC
Description
The City of Lynchburg is an Equal Opportunity Employer
Seeking an energetic person to provide excellent customer service while performing responsible clerical work at the extremely busy Department of Human Services/Social Services. Technical functions include mail, switchboard, customer service area operations, record management, and electronic benefit transfers. Duties include registering visitors using on-line technologies; assessing customer needs and directing them to appropriate personnel; receiving, copying, and delivering documents to the appropriate worker; answering multi-line phone system, assessing needs and directing calls appropriately; processing Electronic Benefit Transactions; managing case records based on state/department guidelines; and researching various client databases.
Requires associate’s degree in a related field and 1-2 years customer service experience or an equivalent combination of education and experience, as well as a working knowledge of Microsoft Office software. Must successfully complete a criminal records background check and Child Protective Services Registry check.
Essential Duties
ESSENTIAL DUTIES AND RESPONSIBILITIES
Registers and assesses the needs of and directs all visitors to the Human Services facility utilizing on-line technologies and a multitude of resources developed and/or maintained by the unit.
Conducts an initial assessment of customer needs for Benefit Program Specialists and gives customers appropriate forms to complete along with standard information.
Utilizes highly developed interpersonal skills to sensitively handle and elicit necessary information from an extremely diverse customer population.
Registers all incoming and outgoing documents/items utilizing the Check In System. Makes copies of documents/items, as needed, and ensures all incoming documents/items are date-stamped and delivered to the appropriate workers.
Makes initial assessment of phone calls received at the multiple line phone system, making appropriate and timely referrals for emergencies, directing non-emergency callers to the appropriate agency or community resource utilizing on-line technologies and a multitude of resources developed and/or maintained by the unit.
Processes/Issuance EBT (Electronic Benefit Transactions) for SNAP (formerly Food Stamps) customers using established agency procedures.
Updates and/or maintains informational resources such as the daily/weekly/monthly unit schedules.
Handles specific case record requests/responsibilities using guidelines established by the State Department of Social Services and internal policies and procedures.
Utilizes automated systems developed specifically for the various records room responsibilities.
Research various client databases and the Laser fiche system to deliver required information along with uploading files into Laserfiche.
Maintains inactive case record files for multiple program areas including Child Protective Service investigations, Adult Protective Services cases, Foster Care cases, and the maintenance of Adoption case records.
Handles specific ongoing responsibilities regarding case purging. Conducts extensive research on each case record to ensure it may be purged and follows Library of Virginia retention schedules.
Handles the initial registration of customers by program to be entered into the Check In System database.
Collects incoming mail and documents from a variety of internal and external sources.
Collects incoming checks and enters the required information on the check register spreadsheet and delivers them to the Accounting Unit following the proper transfer procedures.
Collects outgoing mail from the bins in the five mail areas. Processes and prepares for bulk mailing procedures.
Delivers outgoing mail daily to City Hall, Post Office, and to the designated location for courier pickup by the established deadlines.
Administers the Low-Income Safety Seat Program with the Department of Health for education and installation of child safety seats with established guidelines for recipients and Foster Care parents.
Provides clients with benefit verifications upon request to document client services with the appropriate ID.
Provides assistance to citizens applying for online services.
ADDITIONAL DUTIES
Other duties to provide direct or indirect service to the citizens may be assigned.
When unusual situations occur and/or the City Manager declares a State of Emergency, all City employees may be required to accept special assignments and perform as needed to ensure appropriate service delivery.
Assists in maintaining written desk procedures for each of the unit functions.
Assists with the training of agency staff in excellent customer service techniques; trains agency staff on the use of specific resources such as the Check In System and the Laserfiche.
Provides backup support to the Facility Maintenance Associate when needed.
Serves on divisional teams as needed.
Participates in emergency shelter operations, when assigned.
SUPERVISORY RESPONSIBILITIES
This job has no supervisory responsibilities
Minimum Education and Experience Required
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION AND/OR EXPERIENCE
Requires associate’s degree in a related field and 1-2 years customer service experience or an equivalent combination of education and experience, as well as a working knowledge of Microsoft Office software.
Additional Requirements
Possession of valid driver’s license issued by the Commonwealth of Virginia and acceptable driving record according to City criteria.
Must successfully complete IS100 and IS700 National Incident Management (NIMS) training within 90 days of employment. May also be required to complete higher levels of NIMS training as determined appropriate for the position.
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Title: Office Administrator
Company: Pallet-Tek LLC
Location: West Chicago, IL
