Community Services Office Clerk

JOB DESCRIPTION

TITLE: LIHEAP/CSBG Office ClerkPROGRAM: LIHEAP/CSBG

CLASS: Non-Exempt REPORTS TO: CSBG Director

LOCATION: Central Office

JOB SUMMARY:

Under the direction of the Community Services Director, the LIHEAP/CSBG Office Clerk will be responsible for checking daily LIHEAP county/vendor reports for accuracy and uploading the vendor reports into Web Purchasing for payment approval. After LIHEAP season, assist the Director in the overall operation at all 10 County Community Services Centers (CSC) as needed, assist the Director in budgeting, fact finding, research, community planning, and coordination of the Community Service Block Grant.

DUTIES AND RESPONSIBILITIES:

• Attend all required trainings. ______
• Assist the larger counties in calling clients to confirm their appointments and inform them the documents that they need to bring to their appointment in order to be seen, if applications aren’t available for processing. ______
• Check client applications for accuracy, following stated policy, procedures, and timelines for programs being utilized. ______
• Key all applications in a timely manner for all 10 counties. Crisis applications are keyed daily and regular applications must be keyed within 20 days of the application date and paid within 30 days. ______
• Check the LIHEAP reports to verify that the correct vendor is listed as payee before vendor reports and uploaded into Web Purchasing for payment approval. ______
• Check applications for all signatures before filing. ______
• File all of the paid client applications in a timely manner according to county and date. ______
• Assist in training the temporary LIHEAP Date Entry Clerk. ______
• Fill in and help as needed at any of the 10 Community Service Centers. ______
• After LIHEAP season is over, assist with maintaining the Community Service Block Grant program spreadsheets, coding all incoming applications to ensure they get charged to the appropriate expense account, making all copies for FEMA final report.
• Will complete internal file auditing and peer auditing. ______
• Maintain current information on services available, including basic eligibility requirements for all programs available. ______
• Make presentations to citizen groups to involve them in Agency planning, implementation and evaluations. ______
• Maintain the Community Service Block Grant program spreadsheets, code all applications to ensure they get charged to the appropriate expense account and make all copies for FEMA final report. Assist Director with preparing/submitting FEMA reports to EFSP. ______
• Understand and maintain the Policy and Procedures regarding client confidentiality.
  • Do not discuss client information, services or conversations with anyone besides necessary Coastal Plain Area EOA, Inc. staff (i.e.: Coordinators and/or the Director). ______
  • Maintain client confidentiality by having client files locked at all times unless you’re working on a client’s file. ______
  • Do not leave client files on the desk while working with a new client. ______
• Treat clients, community partners, and co-workers professionally with respect and dignity at all times. ______
• Any other duties as assigned by the Director. ______

QUALIFICATIONS:

• High School Education or GED.
• Data Entry Experience is a Must.
• Customer Service Experience is a Must.

• Ability to work with people, including elected officials, the elderly and low income.
• Ability to supervise people.

• Good knowledge of social work techniques and objectives, working knowledge of programs and coordinating agencies.

OTHER:

1. Must have current driver’s license and have access to use of automobile with current insurance.

2. Must have Easy Trak software training and gain knowledge of case management through work experience.

3. Must be willing to attend all pertinent meetings and trainings, and travel to all work locations, if necessary

4. Must exercise discretion and sound judgment in the performance of assigned duties.

5. Must understand and respect confidential information.

6. Must be able to communicate effectively with persons of diverse social and economic backgrounds.

7. Must be cooperative and work as a team with other staff members.

8. Must have empathy for low-income families.