Details
08/25/2016
Tuscarawas County Case Intake Specialist-CSEA
Tuscarawas CDJFS
POSITION DESCRIPTION
Tuscarawas County Prosecutor/Child Support Enforcement Agency
CLASSIFICATION TITLE: Case Intake Specialist-CSEA
FLSA STATUS: Non-Exempt EMPLOYMENT STATUS: Full-time
FLSA TYPE: Non-Bargaining REPORTS TO: Unit Supervisor
CIVIL SERVICE STATUS: Classified UNIT: Case Intake
DISTINGUISHING JOB CHARACTERISTICS
Under general supervision, performs tasks related to the establishment of paternity, and establishment, modification, enforcement, collection, and termination of child support orders. Responsibilities may include one or more of the following specialty areas: case intake, paternity and support establishment.
ESSENTIAL DUTIES AND RESPONSIBILITIES
To perform this job successfully, an individual must be able to satisfactorily perform each essential duty listed below. Reasonable accommodations will be made for disabled persons, covered by the Americans with Disabilities Act, in accordance with the requirements of that Act.
- Is familiar with and functions in accordance with the position duties and Tuscarawas County CSEA policy and procedures, local, Ohio and Federal rules and laws for the Child Support program.
- Evaluates applications and referrals for IV-D program services received from IV-A/IV-D interface, IV-E/IV-D interface, walk-in clients, mail, courts and reports. Determines if all data and material needed to create or update cases in the SETS (Support Enforcement Tracking System) and digital case filing system is contained within the applications, referrals, reports, court and administrative orders and investigates and locates missing information to take the next appropriate action.
- Receives, reviews and interprets court and administrative paternity and support orders to create and update cases in the SETS and digital file system. Creates and updates information in the paternity-support establishment tracking system and other case management tools or systems as necessary.
- Responsible for completing SETS case participant information screens, support order and sub-order screens and medical screens, ensuring information and data set forth in the court or administrative orders are correctly entered into the SETS system and digital file; issues appropriate notices and other forms related to the establishment, collection and enforcement of support and medical orders and refers files to case management or other staff for next appropriate action.
- Utilizes and reviews information obtained from SETS, authorized data bases, websites, public records, clients, Courts, Job and Family Services Agency, Central Paternity Registry, Ohio Department of Health, and other partners to issue the necessary forms and notices for execution of child support program services. Communicates with clients, Courts, legal counsel, and other partners in the child support program via mail, email, telephone, in person or through the Ohio Child Support Customer Service Web Portal; enters and updates participant, employment, address and support and medical information and changes;
- Receives cases referred for intergovernmental services from Ohio Office of Child Support or through the mail and creates intergovernmental screens on SETS and in digital filing system. Refers file to case management staff or legal staff for next appropriate action.
- Responsible for modifying or adjusting order and account balances as directed by court order, audit, or supervisory staff.
- Processes and reviews case information to locate parties, create or update cases to establish paternity and child support, and enforce existing support orders; interviews clients, conducts genetic testing; reviews, monitors and completes tasks necessary to enforce and collect child support payments and enforce medical support orders.
- Utilizes the Ohio Child Support Program Manual, ODJFS Innerweb, Ohio law, and Tuscarawas County CSEA policy and procedures to enhance job performance and maintain a current working knowledge of federal, state and local rules and regulations regarding the child support program.
- Prepares and responds to referrals for the next appropriate action to execute child support program services.
- Documents in clear, concise detail all action taken in SETS and the CSEA file and ensures copies of all miscellaneous documentation, administrative and court documents prepared and received by the agency are properly imported, scanned or placed in the appropriate section of the CSEA file.
- Properly and accurately completes all necessary SETS screens.
- Assists Management and other staff in special projects and completion of reports for performance improvement.
- Acts as general back-up to unit supervisor in executing case related duties.
- Assists clients in the introduction to the child support program, registering for the Web Portal, understanding of child support services processes and procedures, and answering general client questions on specific case questions or child support program questions.
- Completes work in a timely and accurate manner, adhering to agency policy, rules, laws and direction of attorneys and supervisory staff.
- Presents self in a friendly, cooperative and professional manner to co-workers, staff, other entities and agencies.
- Prepares and assists in the preparation, implementation and training of staff in policy and procedure.
- Represents the CSEA before the public, including answering questions and providing information to case participants, private attorneys, other authorized representatives of case participants and appropriate governmental representatives regarding child support cases, issues, policies and procedures.
- Participates in all meetings, trainings, and activities as a member of the CSEA Case Intake Unit.
- Participates in community outreach, agency committees and events.
- Maintains regular and predictable attendance.
OTHER DUTIES AND RESPONSIBILITIES
Other duties as assigned.
EQUIPMENT OPERATED
Computer; printer; copier; fax machine; telephone; switchboard; postage machine; other standard office equipment; audio/video projector; calculator, and audio tape machines and automobile on occasion to attend trainings and conferences.
CONTACTS WITH OTHERS
CSEA staff; Case participants; court representatives; Judges; Magistrates; attorneys; law enforcement representatives; representatives of other governmental agencies and offices; witnesses; and general public.
WORKING CONDITIONS
The employee may negotiate, use or work with or in the vicinity of emergency plans for evacuation purposes, fire plans for the prevention of fire hazards, flammable and combustible liquids, personal protective equipment, eye and face protection, hand protection, the handling of material and supplies, human blood and bodily fluids, or other potentially infectious materials, hazardous chemicals, and weapons.
General Duty: Safe and Healthful Workplace: The employee sits for extended periods of time operating and viewing a computer. The employee has contact with violent or emotionally distraught persons.
USUAL PHYSICAL DEMANDS
The following physical demands are typically exhibited by position incumbents performing this job’s essential duties and responsibilities. These physical demands are not, and should not be construed to be job qualification standards, but are illustrated to help the employer, employee and/or applicant identify tasks where reasonable accommodations may need to be made when an otherwise qualified person is unable to perform the job’s essential duties because of an ADA disability.
While performing duties of this job, the employee frequently sits for extended periods of time while conducting research, reading files and performing other related duties. Employee frequently talks and hears over the telephone and in person. Vision demands are normal, except can include close, detailed vision when operating the computer, with the ability to adjust focus for close work. Employee may sit for extended periods of time while operating or traveling in a vehicle to and from worksites.
Employee must walk daily between county parking lots, CSEA and Tuscarawas County Court of Common Pleas which will result in periodic exposure to extreme weather conditions including rain, snow and ice.
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES
Knowledge of: Computer operations (e.g., Proficient in Microsoft Office Suite, Word-processing/data entry); research techniques; legal terminology contained in court or administrative support orders; Office practices and procedures; email; Novell, Microsoft Office and Outlook, SETS, CRIS-E (Can be Developed after employment, prior experience a plus); court system processes pertaining to child support; child support location practices and requirements, investigative methods, standard office practices and methods; office procedures and work rules; in person and telephonic customer service techniques; basic mathematical skills; clear communication skills both oral and written; Ohio Child Support Program Manual; Tuscarawas County CSEA policy and procedures (Developed after employment)
Ability to: Develop and maintain effective working relationships with fellow employees, attorneys, case participants, other governmental representatives and general public; apply principles to practical work situations; maintain productivity and friendly working atmosphere; maintain confidentiality of confidential and sensitive subject matter; recognize threshold issues; communicate effectively in writing; handle and coordinate large case load; comprehend a wide variety of basic and complex technical, written material; carry out verbal and written instructions; maintain accurate records; make independent decisions within the position duties; complete child support program documentation; post information and data into computer and case file accurately; draft documents accurately and timely; proofread materials; add, subtract, multiply and divide whole numbers; calculate percentages, fractions and decimals; gather, classify and organize information in a clear and logical manner; maintain work, files and desk area in an organized manner; and effectively communicate basic child support program legal issues to lay persons.
Skill in: Word processing (Proficient in Microsoft Office Suite 2007-2013;operation of standard office equipment; operation of job related software applications; typing; data entry; oral and written communication; interviewing techniques; organization; oral and written communication; problem solving and multi-tasking.
QUALIFICATIONS
An appropriate combination of education, training, course work and experience may qualify an applicant to demonstrate required knowledge, skills, and abilities. Examples of acceptable qualifications are:
Experience in organizing and prioritizing work and in meeting deadlines; demonstrated ability to work cooperatively with staff and supervisor and to work independently; professional office etiquette; self-motivation; good judgment and attention to detail. Experience in customer service or other consistent interaction with the public; and demonstrable ability to perform the essential functions of the position.
Previous experience in a Family Services Agency (CSEA preferred);
An Associate’s Degree or Certification in Office Administration; Legal Assisting; Paralegal or other like areas plus customer service experience
Job Applicants must pass a basic word processing/typing, mathematical, and other tests as determined by the Employer during the initial interviewing process.
LICENSURE OR CERTIFICATION REQUIREMENTS
Maintains valid Ohio Driver’s License.
This job description in no manner states or implies that these are the only duties and responsibilities to be performed by the employee filling this position, who will be required to follow instructions and perform any duties required by the employee’s appointing authority, supervisor or designee.
MANAGEMENT APPROVAL
Director: ____________________________
Date: ______________________
EMPLOYEE UNDERSTANDING AND AGREEMENT
I understand, and will perform, the duties and requirements specified in this job description.
I have reviewed and understand the most current copy of the Tuscarawas County Personnel Policy Manual, and any additional polices adopted by the Tuscarawas County Child Support Enforcement Agency.
Employee: ______________________________
Date: _ ___________________
