Camden County Department of Social Services

 Camden, NC  27921   

FLSA:  Non-Exempt                                         

Posted: August 7, 2023

Closes:  Open Until Filled

Salary:  $33,175 Grade 5, Step 1

Primary Purpose of Organization Unit

The Public Information Assistant IV is the primary position that greets and assists people as they come into the agency, many for the first time. This position determines their needs and directs them to the appropriate unit. This position utilizes the NCFAST data system in this process. The position is also responsible for entering any information provided to the agency for Food Stamps, Medicaid, and Work First into the NCFAST system. This information can be received in person or through the mail.  In addition, persons in this position are required to maintain a daily mail log for the Income Maintenance Unit and a daily visitor log for the entire agency.

This position answers the switchboard and transfers calls to the appropriate workers if the caller does not utilize voicemail by calling the worker directly.

Primary Responsibilities of This Position

1. Greet and assist people as they come into the agency. Complete mandated paperwork at the front desk and send the client to the appropriate unit.
2. Answer the telephone and transfer calls to workers.
3. Maintains the Visitor Log, Incoming Mail Log, North Carolina Health Choice Application Log, and LIS Application Log.
4. Issues Fishing License waivers as requested by persons who are receiving Food Stamps and/or Medicaid. This position must verify using the state NCFAST system that the requester is currently receiving services.4
5. This position must offer all persons who request assistance from the agency the opportunity to register to vote as required by the NC State Board of Election Laws. Agency staff is responsible for delivering applicable paperwork along with an Agency Transmittal Form to the local Board of Elections office within five business days.
6. Performs the duties associated with providing Medicaid Transportation to eligible recipients. This includes assessing the client and determining if the client is in an eligible Medicaid program, completing applicable forms, arranging for reimbursement for the client, and verifying that the client went to a Medicaid-covered service.  Clients are also scheduled with Inter-County Public Transportation Authority. Thoroughness and accuracy in processing the forms are required to comply with this program. This position provides necessary correspondence with clients.
7. Handles incoming correspondence and information. This position is responsible for picking up the morning mail and taking the mail to the post office in the afternoon daily. The position is responsible for opening the mail and distributing it to the appropriate agency workers. This position is also responsible for maintaining a mail log for the Income Maintenance unit which also includes receiving faxes and distributing them to the appropriate workers.
8. Provides computer services (data entry, pulling up reports, etc.) and distributes to the appropriate worker. This position is also responsible for record-keeping for some of the reports.
9. Utilizes the NCFAST system as the primary data system for Economic Benefits for clients.

 Nature of the Work

1. This position deals with the public daily both in the agency and on the telephone. The person in this position is usually the first contact a client will have with the agency, therefore customer service needs to be a significant focus.
2. The kind of information given by this position includes informing individuals of their rights to apply for services. Specific information about any programs must be provided by the caseworkers or social workers.
3. Appointments are made for clients who choose not to wait for an application interview at the time they come in to apply for services. Applicable paperwork is completed by this position and appointments are scheduled within one to three working days by persons in this position using the correct wording as specified by the State rules.
4. Maintaining and updating all forms used by clients is a part of the function of this position. All copies are then filed appropriately or given to the appropriate staff person.
5. This position is responsible for assisting in purging the closed income maintenance files and shredding information from those files. When this function is performed the position will be provided detailed instructions from the Income Maintenance Supervisor. This position is responsible for filing the income maintenance files daily.
6. This position is responsible for issuing and maintaining records for Coastal Recreational Fishing License Waivers and Voter Registration Information. The Voter Registration form must be completed and provided to the County Election office within five working days by persons in this position.
7. This position must be familiar with the agency programs and services available to the clients so clients can be referred to the appropriate unit. This position is responsible for exercising independent judgment to assess each client’s individual needs. Determination of referrals are made and coordinated between units within the agency.  Example: This position will assess the client’s needs at the front desk and determine whether the client needs to be referred to our agency's service unit or the eligibility unit or possibly both.
8. This position is responsible for being knowledgeable of other community resources available to the clients.
9. In the event of an emergency, the worker must help staff an emergency shelter. Shelter duties may include but are not limited to the following: completing registration forms, preparing food, moving furniture, cleaning, and otherwise assisting shelter residents.  Travel outside of the county may be required.
10. This position serves as a backup security officer in regard to worker password issues or state printer issues.
11. This position will perform any other duties and/or responsibilities as assigned by the immediate supervisor and/or Director.

Other Performance Factors:

The Public Information Assistant is expected to demonstrate the:

1. Ability to provide meaningful and timely customer service for all clients;
2. Ability to maintain the confidentiality of every client which includes all documents presented and requests for information about clients;
3. Ability to establish work priorities, balancing multiple assignments to complete tasks by following established procedures;
4. Ability to assess information, use reasoning skills and reach appropriate and accurate decisions with minimal supervision or direction;
5. Ability to work cooperatively with community partners and agencies; ability to accept and adapt to new directives/policies or procedures;
6. Ability to accept and take responsibility for actions, show initiative, and complete tasks timely;
7. Clear and concise expression of needs, thoughts, or ideas both verbally and in written form to keep supervisor/staff adequately informed as needed;
8. Ability to utilize all equipment needed for the performance of duties including computers, copiers, scanners, and other items as needed;

 Other Work Specifics and Expectations:

1. Agency Vehicles – the county provides vehicles for use by the worker for all travel requirements. It is expected that the worker will use a county vehicle for all work-related purposes. If a county vehicle is not available, a request may be made to the County for the use of another county vehicle; the worker will need a vehicle available if necessary.
2. IT Provisions – each worker will have an office computer.
3. Work Day and Breaks - The workday is from 8:00 am to 5:00 pm with a 1 hr. break for lunch. An additional 2 breaks may be taken however these breaks should be no longer than 15 minutes.  
4. Dress Code – The dress code is “Business Casual”. Fridays are considered casual days which means that jeans are allowed to be worn. Please refer to the County Personnel Manual for other Dress Code requirements.
5. Training – all training will be completed during regular office hours.

WORK DISTRIBUTION

Public Contact - 40%

Records and Reports - 10%

Files - 15%

Composition - 5%

Office Equipment Operation - 15%

Other - 15%

QUALIFICATIONS

A High School Diploma/GED is required and at least 1 year of office assistant/secretarial experience; and/or an equivalent combination of training and experience.

This position involves daily interaction with the public; therefore, it requires someone who understands how to deal with different types of people. It requires the knowledge and skills to perform word processing, data entry, other computer functions, and the ability to multi-task.

If you are interested in this opportunity, please complete the NC State Application PD-107 and the Camden County Employment Application.

We appreciate your interest in Camden County, NC!

Camden County is an Equal Opportunity Employer.

Click Here to complete a NC State Application PD-107

Click Here to Complete a Camden County Employment Application.