Human Services Associate (Clerical)

Hiring Range: $35,774 to $56,271

Full Time or Part Time: Full Time

Additional Detail

JOB TITLE: HUMAN SERVICES ASSOCIATE - CLERICAL

SALARY RANGE: $35,774 - $56,271

DEPARTMENTAL HIRING SALARY RANGE:  $35,774 - $45,755

JOB OPEN DATE: 05/09/2025

JOB CLOSE DATE: 05/25/2025

Job Summary

Under general supervision, performs clerical and clerical-administrative duties in determining eligibility of applicants for assistance through multiple benefit programs administered by the City Social Services Department. Work involves interviewing and screening clients explaining the terms and policies regarding the receipt of benefits, scheduling appointments, and preparing documents and forms. Employee is responsible for handling a variety of routine inquiries by telephone and in person, maintaining a variety of records and files.
 
To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.

Essential Job Functions

• Utilizes computer-driven data entry and file maintenance programs to retrieve files and other information as requested by eligibility workers or supervisor; performs various data entry duties, including opening, establishing and updating case files with provided information; prepares photo identification.
• Interviews and screens clients for multiple benefit and service programs; initiates clients' applications, assists clients in completing applications, as necessary; calculates income and expense of applicant; determines whether applicant qualifies for expedited services.
• Answers telephone and receives inquiries; provides information pertaining to multiple benefit service programs or refers inquiries to appropriate personnel.
• Updates and maintains Employment Board by providing a complete listing of jobs available through various companies and government agencies using the internet, newspapers, and company contacts; conducts fleeing felons inquiries; tracks Food Stamp/TANF, conducts marriage license searches; mails applications to clients; orders and maintains State forms; tracks Medicaid lawsuits; conducts Work Opportunity Tax Credit inquiries.
• Contacts students to confirm class start dates and times; assists in Orientation preparations by compiling the folders for the attendees.
• Provides tours as requested; maintains computer lab.
• Types materials from typed or handwritten copy or machine dictation, which requires use of a variety of complicated formats for preparing correspondence, reports, files and cards; assumes responsibility for correctness of spelling, punctuation, format and grammar.
• Provides forms to applicants and explains program, policies, and procedures; refers clients to other social service divisions and ancillary agencies.
• Retrieves case files and distributes cases to workers in accordance with workers' schedules; provides workers with basic demographic and program information prior to interview; appropriately distributes files.
• Sorts and distributes incoming mail; sorts outgoing mail and delivers to mail room.
• Maintains various records and files.
• Attends training and workshops as required.
• May operate the Career and Resource Center; assists clients with career-oriented tasks and provides support to Self Sufficiency Worker II.
• May act as back-up for receptionist and provides support to other staff.
• Performs other related duties as required.

Employee must be willing to work disaster related assignments, including emergency shelter duty, in the event of a natural disaster or emergency.

Required Qualifications

Graduation from high school including or supplemented by course work in secretarial sciences or business practices. Requires a valid driver's license.

Preferred Qualifications

1 to 2 years of experience in clerical-administrative work; or any equivalent combination of training and experience which provides the required knowledge, skills and abilities. 

Knowledge, Skills & Abilities:

• Knowledge of arithmetic, grammar, spelling, punctuation and vocabulary.
• Knowledge of modern office practices, procedures, equipment and standard clerical techniques.
• Knowledge of the policies, procedures, rules and regulations of multiple benefit programs as administered through the City Social Services Department.
• Skilled in the operation of electronic data-entry equipment, including popular computer-drive word processing, spreadsheet and file maintenance programs.
• Ability to make minor administrative decisions in accordance with laws, ordinances, regulations and departmental policies and procedures.
• Ability to maintain a variety of moderately complex records and to compile reports from such information.
• Ability to type with accuracy at the speed required by the position.
• Ability to communicate effectively in oral and written form.
• Ability to exercise independent judgment, discretion and initiative in completing assignments.
• Ability to exercise considerable tact, courtesy and discretion in frequent contact with program clients and the general public.
• Ability to establish and maintain effective working relationships as necessitated by work assignments.
• Ability to compare and/or judge the readily observable, functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people or things.
• Ability of speaking and/or signaling people to convey or exchange information. Includes receiving assignments, instructions and/or directions from superiors.
• Ability to read a variety of reports, correspondence, forms, etc.
• Ability to prepare correspondence, reports, forms, logs, etc.
• Ability to speak with poise, voice control and confidence, and to articulate information to others.
• Ability to plan work and develop procedures; to learn and/or evaluate complex information in order to make judgments and decisions.
• Ability to make independent judgments in absence of supervision.
• Ability to acquire knowledge of topics related to primary occupation.
• Ability to record and deliver information, to explain procedures, to follow oral and written instructions.
• Ability to communicate effectively and efficiently using Standard English.
• Ability to utilize mathematical formulas; add, subtract, multiply and divide.
• Ability to inspect items for proper length, width and shape.

Performance Evaluation Criteria:

• Quality of Work
• Quantity of Work
• Dependability
• Attendance
• Initiative and Enthusiasm
• Judgment
• Cooperation
• Relationships
• Coordination of Work
• Safety

Physical Requirements

Must be physically able to operate a variety of automated office machines which include computers, calculators, copiers, facsimile machines, etc. Must be able to exert up to 20 pounds of force occasionally and/or up to 10 pounds of force frequently, or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time but may involve walking or standing for periods of time. Requires the ability to coordinate hands and eyes rapidly and accurately in using automated office equipment. Requires the ability to handle a variety of items, office equipment, control knobs, switches, etc. Must have minimal levels of eye/hand/foot coordination. Requires the ability to differentiate between colors and shades of color. Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under minimal levels of stress when confronted with persons acting under stress. Requires the ability to talk and/or hear: (talking - expressing or exchanging ideas by means of spoken words; hearing - perceiving nature of sounds by ear).

FLSA Status

Non-Exempt

CONTACT INFORMATION: vdssjobs@suffolkva.us  

Suffolk Department of Social Services - 135 Hall Avenue, Suite B - Suffolk, VA 23434