Public Authority Senior Office Assistant

Overview

In-Home Supportive Services (IHSS) Public Authority is seeking Senior Office Assistants (Contract) to perform complex and specialized clerical duties in support of the Department's divisions Registry, Enrollment and CBI. The CBI team processes approximately 1,000 fingerprints of IHSS providers on average each month. The CBICase Management, Information and Payrolling System (CMIPS) Term clerk processes about 300-900 provider termination letters along with No Longer Interested (NLI) Forms sent to the Department of Justice (DOJ) on a monthly basis.

• Process fingerprint Live Scan Form paperwork.
• Process providers terminated due to no payroll activity over one (1) year, including mail outs, data entry, and notating tracking systems.
• Assist with training activities for consumers and Providers, including maintaining and updating training materials, creating training documents, recruiting training attendees, and updating training information line; and assist in the demonstration and instruction of Timesheet Training Clinics in each office.
• Prepare and conduct criminal background checks and verify qualifications of potential Providers for the purpose of referring qualified Providers from the registry to IHSS consumers.
• Conduct home visits for IHSS Provider eligibility.
• Resolve Provider conflicts regarding Provider application, training, benefits, and employment verification.
• Receive, process, and direct incoming telephone and mail communications.
• Process No Longer Interested (NLI) forms to be sent to the Department of Justice (DOJ).
• Verify DOJ clearance reports.
• Process registry clerk list, including thorough research, notating databases, and providing fingerprint information to the registry clerks.
• Provide general information regarding the fingerprint process, DOJ, and the processing timeframe; and serve as liaison with the Department of Justice for purposes of Provider clearances.
• Maintain the security and confidentiality of Individual Provider (IP) and IHSS PA consumer records in the computerized database as well as hard copy files.
• Keep track of all orientation materials for their prospective office to assure enough materials are available for each orientation and following the ordering of forms and procedures.
• Prepare, compose, and type or assemble a variety of information into proper form from outline instructions or established procedures.
• Process all registry closed files on a monthly basis or as needed according to date.
• Prepare statistical reports on program productivity, service and criminal background.
• Assist with the Provider Benefits Program including health, worker's compensation, unemployment and disability benefits and claims.
• Provide support with in-person meetings, and recruitment.
• Perform special projects and other duties as assigned.
• Provide backup to reception and other IHSS PA OA II and OA III clerical assignments.
• Provide vacation coverage and temporary relief as required.
• Must be able to travel throughout the County.

Current vacancy exists in San Bernardino; candidates may be considered for other locations if additional vacancies become available.

Travel:
Must be able to travel occasionally to different locations throughout the County. At the time of hire, a valid California Class C driver license and proof of automobile liability insurance must be produced and maintained for the individual providing the transportation.

Background:
The applicant must clear a DOJ background for Criminal Offender Record Information (CORI) access within 3 months of hire date or will be terminated.

Sponsorship:
San Bernardino County is not able to consider candidates who will require visa sponsorship at the time of application or in the future.

Must possess and maintain a valid California Driver License.

• Option 1:
  Six (6) months of full-time office clerical experience gained at San Bernardino County. Duties must include a variety of office clerical tasks, including public contact, computer usage, typing, filing, answering the telephone, and data entry.
• Option 2:
  One (1) year of full-time work experience performing clerical functions in an office environment. Duties must include a variety of office clerical tasks, including public contact, computer usage, typing, filing, answering the telephone, and data entry.

Note:

Job duties must be clearly stated on the job application. Retail sales and food service experience is not considered qualifying.

Experience in a California Public Human Services Program (i.e., Public Authority, Transitional Assistance, Children and Family Services, Aging and Adult Services, Child Support, or Preschool Services) is highly desirable. Applicants with experience working in a confidential environment and knowledge of elderly and disabled home care needs are encouraged to apply. Computer experience managing and maintaining a computer database and Windows operating systems is desirable.

Applications will be reviewed by the hiring department and the most highly…