Clerical Assistant

Job Summary

The Clerical Assistant supports the Bureau of Developmental Disabilities Services (BDDS) District field office staff and the people who interact with the Bureau, including consumers, families, service providers, and community agencies. The Clerical Assistant is often the first person a visitor or caller meets, and the role keeps the office running smoothly and efficiently.

Roles and Responsibilities

Telephone and reception

• Greet and direct guests, and assist walk-in clients with general information, new applications, and requested documents
• Operate the central telephone system, answer calls, and direct them to the right person
• Answer callers' basic questions and help them use the online BDDS Waiting List portal
• Manage the voicemail system during the day and set up the after-hours system

Office equipment and supplies

• Operate all office equipment (copier, printer, fax, computer, postage machine)
• Do daily machine maintenance, such as refilling paper and changing toner
• Troubleshoot minor problems or arrange repairs
• Maintain the office equipment inventory and supply inventory

Appeals coordination

• Gather documents for BDS appeal hearings
• Navigate BDS databases to locate needed documents
• Respond to documentation requests in a timely manner

Mail

• Mail application packets to consumers and families within one business day of receiving client information
• Open, date stamp, and distribute incoming mail
• Process postage and deliver outgoing mail, including certified and overnight deliveries

Administrative activities and files

• Process new applications, log them on the application tracking log, and file and upload documents within one day of receipt
• Document intakes on the intake tracking log, upload files to the online database, and file records according to retention policies
• Enter new applications into DART for each individual's file
• Schedule assessments and maintain records of consumer assessments
• Make sure attendance forms and mileage vouchers are submitted on time
• Help new staff access electronic calendars, scanners, copiers, and fax machines, and set up voicemail and mailboxes
• Complete filing on a regular basis
• Perform other administrative tasks as assigned

Experience

• 1 year in a customer service or front desk position
• 1 year of multi-line switchboard operation
• 1 year with Microsoft Word and Excel, with accurate data entry

Key Skills

• Written and verbal communication
• Interpersonal skills, in person and on the phone
• Organization and record keeping
• Flexibility in working with different personalities and a broad range of responsibilities
• Working well under pressure
• Data entry accuracy
• Operation of office equipment

Eligibility and Qualifications

• Reliability and a professional appearance
• Ability to work at the BDDS district field office
• Education requirements were not specified in the description