Secretary to JFS Director – (2989-12)

DEADLINE TO APPLY:  03/14/2022

WORK LOCATION:

Job & Family Services 

222 E. Central Parkway

Cincinnati, OH 45202

WORK HOURS:  Full-Time 40 hours weekly

(Potential for Hybrid Remote Work Schedule)

STARTING SALARY: $23.07 hourly

NOTE:

Applicants for Children’s Services positions cannot provide foster care for children in the custody of Hamilton County.

REQUIREMENTS (EDUCATION, EXPERIENCE, LICENSURE, CERTIFICATION): 

·        Bachelor’s degree with coursework or equivalent experience which evidences a thorough knowledge of office practices and procedures, government structure and process, and public relations; knowledge of accounting principles, budgetary process and supervisory practices.

·        Ability to handle confidential material; willingness to serve in the unclassified civil service

AGENCY-PREFERRED QUALIFICATIONS:

·        Proven ability to generate exceptional outcomes with a highly engaged and productive team

·        Operate well under stress and manage the needs of multiple stakeholder groups 

·        Familiarity with agency departments and their interactions with each other

·        Expertise with HCJFS Software Systems

JOB DUTIES (SUMMARY):

·        Assists the Director and Executive Leadership in the administration of social programs such as Child Support, Public Assistance, Supplemental Nutrition Services, Medicaid, Child Welfare, and Child Care. 

·        Researches, analyzes data and material for all of the social services programs and makes recommendations for improvement.

·        Identifies trends and works with program administrators in troubleshooting problems that rise to the executive level. 

·        Makes decisions after analyzing and researching individual consumer complaints that reach the Director’s level and directs the appropriate program staff to take action as appropriate. 

·        Works on special assignments and projects; prepares reports, publications, memos and presentations for dissemination outside the work unit. 

·        Interprets requests, helps implement action, and decides whether executive should be notified of important, or emergency matters as needed.

·        Works in all agency program areas and is proficient in all computer systems, SACWIS, SETS, OIES and CRISE. 

·        Meets with the Director on a regular basis to advise on case actions. 

·        Performs public relations duties in coordination with JFS communications team; researches and responds to inquiries and complaints for all disciplines; interacts with government officials at the national, state and local level. 

·        Furnishes statistical and informational materials to the public and other agencies. 

·        In conjunction with the Director, functions as liaison to county government offices, state government and/or community agencies for expeditious coordination of daily business. Develops and maintains positive relationships with all office contacts.

·        Manages business functions of the Director’s office; prepares and monitors budgets, prepares financial documents and statistical reports; processes bills for payments within Performance; has fiscal authority to make purchases; keeps fiscal records and documents. Provides Director with information in regard to purchasing and budgeting. 

·        Meets with the Director on a regular basis to exchange information and ensure his/her office’s priorities are carried out efficiently and timely. 

·        Notes commitments made by executives during meetings and arranges for staff implementation.

·        Reads outgoing correspondence for executive approval and alerts writers to any conflicts or departure from policies or executive’s viewpoints. 

·        Assumes responsibility for administrative functions in the Director ‘s absence; will compose and sign correspondence for executive. Responds to voice mail and e-mail inquiries in the absence of the Director.

·        Coordinates work schedules with other agency managers, maintains appointment schedules, organizes meetings; makes travel arrangements, prepares reimbursement forms for Director. 

·        Directs calls, responds to inquiries for the Director. 

·        Opens mail and distributes as appropriate, sets up and maintains filing systems retrieves information, purges and reorganizes as becomes necessary. 

·        Keeps time for top administrative staff, maintains attendance records and time off schedules.

·        Performs other related duties as assigned.

·        Attends conferences and training.

KNOWLEDGE, SKILLS AND ABILITIES: (*Indicates can be developed after employment)

·        Knowledge of: Management practices; administrative practices; social and/or public assistance services and programs; government structure and process; public relations; program implementations; duties and responsibilities of the Administrator*; supervisory practices; English grammar and composition; computer applications/systems; Internet; research techniques; County policies and procedures*; departmental goals*; office practices and procedures; supervisory methods and techniques;

·        Ability to: Communicate effectively in oral and written form; handle problems involving varied and unrelated processes and methods; act as liaison between the Director or Assistant Director and interested parties; prepare speeches and speaks in front of others at meetings and conferences; listen for problems or issues and provides responses or explanations; maintain accurate records; prepare correspondence; implement programs; work on multiple tasks/projects; handle contacts with outside agencies; gather, collate and summarize data; use computer(s); perform intermediate mathematical calculations; utilize the Internet; maintain information of a sensitive or confidential nature; deal with problems involving several variables in familiar context; respond to inquiries and complaints from employees and general public; interpret variety of instructions in written, oral, picture or schedule form; establish friendly atmosphere as supervisor of work unit; proofread technical material, recognize errors and make corrections; prepare meaningful, concise and accurate reports;

·        Skill In: Oral communication; interpretation; organization; public speaking; writing; public relations; research; Operation of modern office equipment (e.g., computer, fax, phone, calculator); typing.

ESSENTIAL JOB FACTORS:

·        Must undergo a background check via the Ohio Bureau of Criminal Identification and Investigation (BCI). Must have a car, valid driver’s license issued by the state of residency and required auto liability insurance.

PHYSICAL and/or MENTAL REQUIREMENTS:

• Working at a computer extensively for eight (8) hours or more per day
• Remain in a stationary position for extended periods of time

HAZARDOUS and/or WORKING CONDITIONS:

•          Carries an agency cell phone and is available to the Director after agency hours on evenings and weekends

POSITIONS SUPERVISED: None

BACKGROUND CHECKS REQUIRED:

Background checks consistent with requirements in OAC 5101:2-5-09 must be completed at employment and every ten years following, including but not limited to the following systems:  

·        State Automated Child Welfare Information System (SACWIS)

·        State Child/Abuse Neglect Central Registry Check for any state in which the applicant resided within the last five years

·        Ohio Bureau of Criminal Identification Investigation (BCI)

·        FBI

·        National Sex Offender Public website (WWW.NSOPW.Gov) Code 5101:2-5-09 must be conducted for each prospective employee