SUMMARY The file clerk oversees all records for the Child Care Assistance Program (CCAP). The file clerk will receive, record, and distribute client and provider documents. The file clerk also performs light clerical duties as required.

COLLABORATES WITH: Director of Early Childhood Services; ECFES Manager; ECFES Supervisors; Eligibility Specialists and other office staff and volunteers.

ESSENTIAL RESPONSIBILITIES:

File Management: Manage the record keeping process electronically for the Child Care Assistance Program. Maintain proper filing of documents received for processing within contract compliance. Prepare files for shredding and in accordance with IDHS guidelines. Assist staff with retrieving documents as requested.

Clerical Duties: Accurately perform a variety of clerical duties including being back up for opening and processing mail, copying, faxing, filing, printing, scanning and data entry. Correspond with clients and providers via email regarding general questions, case status, payments, and document generation.

Data Entry: Enter childcare provider payment certificates in an accurate timely manner within contract compliance. Report issues with provider payments: including entering supplements and submitting overrides. Notating information in the childcare management system when issues occur. Research and gather documentation for payment audits.

OTHER DUTIES AS ASSIGNED: Other duties outside of the responsibilities of the position may be assigned, whether for a project, special needs task or other assignment.

QUALIFICATIONS: The position requires well-developed organizational, problem solving skills, and a high attention to detail. Interactions with others require well-developed writing/oral communication skills. Must be a proactive self-starter with a demonstrated ability to work independently and to handle multiple assignments and tasks. A general knowledge of standard office practices and procedures is required, ability to communicate in a courteous, and professional manner are integral to the position.

EDUCATION REQUIRED: High School diploma or GED is required, some College classes.

CERTIFICATION(s) REQUIRED: NA

WORK ENVIRONMENT: The work environment includes offices. The noise level is usually moderate. Movement requirements include walking, stopping, or kneeling. The employee must occasionally relocate and move boxes or equipment that weighs up to sixty (40) pounds. Communication needs include seeing, hearing and speaking. The position may require kneeling, carrying heavy objects or standing while working on a specific task. The incumbent will work alone and with others. Reasonable accommodations will be made for an incumbent to meet the essentials responsibilities of the position.

WORK SCHEDULE: Monday- Thursday 11am-4pm Friday 12pm-4pm. Schedule can vary depending on the needs of the agency.