Office Assistant Iv - Child Welfare Clerical
Posted on Sept. 4, 2025 by Nash County, NC
- Nashville, United States of America
- $37907.0 - $61045.0
- Full Time
General Statement of Duties
The purpose of this position is to provide clerical support to the Child Welfare staff. Support includes: copying or laserfiching confidential Child Protective Services records; copying training material to be used by supervisors/workers; receiving telephone calls and taking messages when staff is unavailable; keeping a log of unit staffs location; researching existing case numbers and records; filing information in open as well as closed records; entering information in the Child Protective Services Tracker; entering information into the NC system for Report to the Central Registry; organizing records according to agency format; purging records according to agency format; shredding confidential CPS material; maintaining the units’ agency forms for CPS staffing, inventory and ordering of state forms and pamphlets; typing correspondence as requested; typing case narrative for the unit members upon request, completing inquiries as requested by CPS staff; developing pamphlets and forms as requested by the supervisors; and updating and maintaining manuals and administrative letters.
Essential Duties and Tasks
Public Contact
Responsible for answering telephone calls when the social workers/supervisors are not available and forwarding calls to the appropriate person when necessary. Takes telephone messages when needed and forwards information to appropriate staff. Takes minutes at Community Child Protective Services and Domestic Violence Task Force meetings.
Records, Reports and Other Responsibilities
- Responsible for taking inventory of state and county forms used by CPS staff.
- Keep forms stocked allowing staff to have adequate supplies for job completion.
- Prepares a weekly staffing log of each social worker’s current caseload assignments. This log will be used in management of the CPS workload and overall management of the units.
- Enters information in to NC Central Registry for the Child Protective Services report.
- Enters information for the Responsible Individual List for CPS reporting to NC Division of Social Services.
- Conducts Responsible Individual List Registry checks for social workers
- Enters information in CPS Tracker for new cases after matching the face sheet/CPS intake report
- Enters closed case files in CPS Tracker.
- Sorts denied reports and files in individual records or in designated file for screened out reports
- Responsible for transcribing documentation as needed.
- Develops and maintains calendars for coverage by social workers.
- Develops, updates, and prints brochures, flyers, or other announcements for CPS and other related events such as the Community Child Protection Team and Child abuse awareness month.
as directed by the supervisor.
- Updates CPS Tracker as directed by the supervisor to ensure current data is available in the system.
- Responsible for purging CPS records according to agency policy.
- Reconciles the 90-day No Service Report monthly.
- Uses AOC to complete criminal record checks and domestic violence checks
- Checks and distributes faxes
- Completes CPS History requests using Central Registry
- Prints photographs
- Orders toner for main fax/copier, cps fax machine, worker's printers, and office assistant’s printer
- Keys 5027s and 5104s for CPS services
- Maneuver in NCFAST & OLV to obtain necessary case information
- MRS/IHS brochures - updating, printing, folding
- Maintains CPS/APS On-call calendar
Files
Responsible for researching existing case numbers which are located by alphabetized case names in a log book. Retrieves files from the closed file room personnel upon request of staff having access to confidential CPS information. Returns closed files to the file room. Responsible for obtaining and filing information in CPS or Service records according to agency format. Maintains and updates manuals and administrative letters as needed.
Composition
N/A
Office Equipment Operation
Must be able to use a personal computer for typing letters, forms, envelopes, home studies, and case narratives from social workers/supervisors. Assignments are reviewed and signed by the originating party and supervisor or director. Transcribe notes from meetings. Use the personal computer to access information from the State’s Sessions for information regarding areas such as criminal record checks, prior CPS activity, Medicaid status etc.
Uses a telephone to answer and record messages taken when CPS staff is unavailable. Forwards calls to appropriate people.
Process case photo emails on computer.
Other equipment used is a copier to produce materials for the units, scanner, and CD burner.
Supervision Received
Work is performed with verbal instructions provided by supervisor who is always available when needed for assistance. Supervisor views work that has been completed and conducts conferences with employee.
Resource and Guideline Availability
CPS clerical handbook, County personnel policy manual, dictionary, medical dictionary, personal computer online manual, telephone online manual, policies available in the Department of Social Services Library on the Nash County Internet and verbal and/or written instructions given by the supervisor, Program Manager, Deputy Director or Director.
Other
Employee will also be expected to work in emergency shelters and/or perform other related disaster tasks and perform other reasonable tasks requested by the supervisor, Program Manager, Deputy Director or Director.
Repetitious functions in this work includes typing, answering the telephone, filing, record retrieval to and from restricted file room, and locating needed information such as case numbers.
Stressful areas include working under time limits for reports and letters.
Knowledges, Skills and Abilities
Ability and skill to screen communications and, based on content, to handle independently or route to proper source.
General knowledge of office practice and procedures.
Working knowledge of arithmetic and its uses in general office work.
Ability to compile information based on general instructions.
Ability to record information and to balance figures.
Ability to learn and apply specific laws and departmental rules and regulations relating to verifying, processing and maintaining records and documents.
Ability to type 45 words per minute with accuracy.
Ability to correct grammatical, spelling, punctuation, and typing errors.
Ability to organize and establish format.
Ability to perceive sentence and grammatical structure and use correct spelling when typing from dictation.
Ability to learn a general knowledge of persons and agency programs.
Working knowledge of Microsoft Word, Excel, Microsoft Publisher and Acrobat Reader is required to perform duties of this job.
Ability to follow reasonable directions.
Valid North Carolina Driver’s license and safe driving record is preferred.
Desirable Education and Experience
Graduation from high school and demonstrated possession of the knowledge, skills and abilities gained through at least two years of office assistant/secretarial experience; or an equivalent combination of training and experience.
File room, data entry, and experience working with the public is preferred. Position requires advanced computer skills in Work and Excel and experience in state sessions is a plus. Candidate must possess good written and communication skills.
Advertised until:
Oct. 4, 2025
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