JOB OBJECTIVES: Under the direction of the JFS Administrator and/or Workforce Administrator for the Portage County Department of Job and Family Services, incumbent is responsible for the overall supervision of a unit assisting clients who have applied for benefits and services. Provides guidance to Employment Service Counselors, Case Workers and/or support staff within the unit. Ensures that staff comply with federal and state regulations and laws. Monitors compliance with State and Federal mandates and assesses employees’ caseloads to ensure compliance
ESSENTIAL JOB FUNCTIONS:
- Supervise day-to-day JFS programs including, but not limited to: TANF, SNAP, Medicaid, Benefit Recovery, Quality Assurance, State Hearings, Child Care, PRC, Medicaid transportation, HealthChek, Work Participation Activities and Workforce programs.
- Carry out supervisory responsibilities in accordance with the County, State, and Federal policies and statutes and applicable laws. Responsibilities include: interviewing, at minimum conducts monthly supervision with team members, training, performance appraisal, discipline, settling grievances, addressing complaints, and resolving problems.
- Enter, retrieve and analyze data from OBWP, SETS, OWCMS, MITS, , BIC, BI Portal, SSR, Cognos, and the Internet.
- Ensure that all JFS programs are processed timely according to procedures mandated by state/federal/agency guidelines.
- Communicate with outside agencies to evaluate customers’ needs and eligibility.
- Answer correspondence, e-mail and telephone inquiries.
- Assist in developing agency policies and evaluate existing office procedures.
- Collect information necessary to complete required reports, correspondence or paperwork. Enter and retrieve data in manual or automated systems, e-mails and/or facsimiles.
- Ensure and maintain security and confidentiality of unit caseload data, which includes information stored on Agency computer and other information systems.
- Acts as liaison between agency and state representatives on Information Technology and policy issues, as needed.
- Serves as a contact for Voter Registration
- Monitor and assess quantity and quality of employees’ caseloads and ensure corrections are made when necessary.
- Conduct at a minimum monthly supervisor and staff meetings to keep employees current on new or amended policies/procedures, County, State, and Federal policies and statutes and applicable laws.
- Ensure and maintain security and confidentiality of unit caseload data, which includes information stored on Agency computer and other information systems.
Adhere to Local, State and Federal laws and regulations.
Serve as back-up for direct report employees, when necessary
Keep current in areas of responsibility by attending skill development seminars, conference or training sessions.
Perform other related duties as assigned.
Demonstrate regular and predictable attendance.
Operate a motor vehicle as needed to perform the essential functions.
NON-ESSENTIAL JOB FUNCTIONS:
Performs related Essential and Non-Essential functions as needed.
JOB REQUIREMENTS:
Systems:
Ability to operate computers for data input and retrieval; proficiency in Microsoft Windows, Microsoft Office and web browsers (Internet Explorer and Google Chrome), knowledge of OBWP, SACWIS, ODAPS, OWCMS, SETS, CFIS, MUNIS, MITS, BUY-IN, OCLQS, Time Force, Agency’s Digital Imaging systems and other systems as required by program area responsibility.
Equipment: Incumbent operates equipment such as, but not limited to, the following: personal computer, printer, calculator, multi-functional copier, scanner, fax machine, and shredder.
Competencies: To perform the job successfully, an individual should demonstrate the following competencies in the position:
- Adaptability – Maintain effectiveness when experiencing major changes in work or environment. Manage competing demands. Adjust behavior or change approach or method to best fit the situation. Able to deal with frequent change, delays or unexpected events.
Coaching – Provide timely guidance and feedback to help others strengthen specific knowledge/skill areas. Clarifies issues at hand, explains and demonstrates, provides feedback and reinforcement.
Communication Skills – Communicate clearly and informatively using multiple methods and forms of media. Present numerical data effectively.
Customer Service – Manage difficult or emotional customer situations. Respond promptly and effectively to customer needs. Solicit customer feedback to improve service.
Delegation – Delegate work assignments or projects considering the knowledge, skills and experience of the assigned individual and characteristics of the assignment or project. Set expectations and give authority to work independently. Communicate time frames, gather appropriate information and evaluate results.
Ethics – Treat people with respect. Keep commitments. Maintain confidentiality. Uphold organizational values. Work with integrity and maintain high standards of integrity.
Initiative – Volunteer readily. Undertake self-development activities. Seek increased responsibilities. Take independent actions and calculated risks. Look for and take advantage of opportunities. Ask for and offer help when needed.
Interpersonal Skills – Focus on solving conflict, not blaming. Listen to others without interrupting. Keep emotions under control and use reason when dealing with emotional topics. Remain open to others’ ideas and try new things.
- Judgment – Display willingness to make decisions. Exhibit sound and accurate judgment. Support and explain reasoning for decisions. Include appropriate people in decision-making process. Make timely decisions. Understand business implications of decisions.
- Leadership – Interact with others in a way that instills confidence in one’s own intentions and in the intentions of the organization. Exhibit confidence in self and others. Inspire and motivate others to perform well. Effectively influence actions and opinions of others. Accept feedback from others. Give appropriate recognition to others.
Planning – Establish well developed short- and long-term plans to meet future needs. Recognize progress points and monitor plans to achieve desired results. Implement contingency plans. Adhere to schedules and plans with ability to prioritize.
- Teamwork – Balance team and individual responsibilities to help accomplish work goals. Exhibit objectivity and openness to others’ views. Give and welcome feedback. Contribute to building a positive team spirit. Put success of team above own interests. Able to build morale and group commitments to goals and objectives. Support everyone’s efforts to succeed.
Technical Skills – Thorough knowledge of federal, state, county and departmental policies, procedures and practices. Knowledge of JFS computer systems and related software packages, including policies and procedures associated with their use. Pursue training and development opportunities to continuously build knowledge and skills. Share expertise with others. Demonstrate knowledge of public administration principles.
Requirements
Job Standards: Possession of at least two (2) years of college level coursework in Public or Business Administration, Behavioral Science, Social Science or other related field and a minimum of two (2) years as an Eligibility Specialist. Must possess a valid Ohio driver’s license and maintain continuing eligibility under the existing County driver eligibility standards.
DIFFICULTY OF WORK:
Work consists of varied, non-standardized tasks requiring the knowledge of established policies, rules, procedures, and laws.
RESPONSIBILITY:
This is a responsible position with considerable independence requiring a significant amount of judgment and sensitivity to human services issues facing the County. Supervisor provides general guidance allowing for the planning of procedures and methods to attain objectives. Supervisor makes critical decisions on a daily basis and at times, without input from the JFS Administrator. Errors in work are detected within the office in which they occur, possibly affecting the work of others and requiring expenditure of time to correct. Errors in work that are not detected may lead to state or federal sanctions or lawsuits.
PERSONAL WORK RELATIONSHIPS:
Incumbent has contacts with co-workers, employees of the County, and with the general public. The purpose of these contacts is to coordinate departmental efforts internally and with other County departments and outside entities.
PHYSICAL EFFORT AND WORK ENVIRONMENT:
Physical Requirements: Incumbent performs sedentary work that may require lifting up to fifteen (15) pounds occasionally. Ability to operate a motor vehicle.
Physical Activity: Incumbent performs the following physical activities: talking, hearing, sitting, driving and repetitive motions.
Visual Activity: Incumbent performs work where the seeing job is close to the eyes.
Job Location: Incumbent works inside with no exposure to adverse environmental conditions.
