Sarpy County
Administrative Specialist - Child Support
Sarpy County, Papillion, Nebraska, United States, 68133
GENERAL PURPOSE
Under the general direction of the Division Lead Attorney and Administrative Operations Manager, perform a variety of clerical, secretarial, and administrative work requiring moderate responsibility and independent judgement.
SELECTION GUIDELINES Formal application, rating of education and experience, interview, reference checks, successful completion of a national criminal background check, successful completion of a pre‑employment drug screen, and other job related tests or checks as may be required.
ESSENTIAL FUNCTIONS
Greet and check in clients, answer telephone calls, and schedule and coordinate appointments and hearings.
Answer calls in a professional and courteous manner; collect and deliver messages; route callers to appropriate party.
Receive and screen visitors and the public, provide general and specialized information regarding departmental functions using tact and sensitivity, respond to inquiries from the public, judges, and County employees; and refer to appropriate staff when warranted.
Establish and maintain effective working relationships with clients, County employees, attorneys, law enforcement, judges, government agencies, community agencies, and the general public.
Receive, review, type, and proofread for accuracy the recommendations entered by the Child Support Referee, final orders for District Court Judges, and pleadings for attorneys and caseworkers in the child support division.
Index files, mail, images, and hearings into the State of Nebraska Children Have a Right to Support (CHARTS) computer program.
Assist with the drafting and proofreading of multiple documents for the establishment of paternity, child support, health insurance and modifications of child support.
Organize, update and maintain confidential filing systems and archives – both computer‑based and physical documents.
Compile case data to acquire certified child support payment histories from State Department of Health and Human Services (DHHS) for use in court.
Compose, review, type and proofread a variety of correspondence, reports and other material requiring independent judgment as to accuracy and completeness.
Scan legal pleadings when and if required.
Extract alphabetic, numeric, or symbolic data from paper documents, and accurately enter data into computer.
Enter, update and maintain confidential case information into the CHARTS computer program.
Input and review information for files into appropriate systems, including but not limited to the CHARTS, DHHS and Justice legal systems.
Extract case data from the CHARTS Worklist Image Indexing attached to IV‑D Case; print and distribute to appropriate staff.
Enter court hearing information into common use and attorney electronic calendar.
Distribute and maintain evidence for parties and litigants for hearings held before the District Court Referee.
Monitor and compile closed files to be sent to Records Management, including generating a list of such files and placing them in boxes.
Comply with confidentiality requirements; abide by rules and sign confidentiality forms as stipulated by governmental agencies.
Assist in procuring supplies for the office as directed by the Administrative Operations Manager.
Receive, stamp, scan, and distribute incoming mail as well as process outgoing mail. Report to assigned worksite with regular, predictable, and consistent attendance.
Peripheral Duties Perform peripherally related duties as assigned.
Necessary Knowledge, Skills and Abilities
Working knowledge of, and ability to apply, current office principles and techniques.
Working knowledge of proper grammar, spelling, and punctuation.
Working knowledge of the legal system.
Knowledge of, and ability to learn, specialized software and operating systems.
Skill in and ability to perform duties with efficiency, thoroughness, accuracy, and attention to detail while managing frequent interruptions.
Ability to communicate effectively, in English, both verbally and in writing.
Ability to learn and abide by all applicable laws, ordinances, and department rules and regulations.
Ability to follow exacting verbal and written instructions.
Ability to maintain composure and perform duties while under pressure and during stressful situations.
Ability to maintain and protect confidential and sensitive information.
Ability to operate standard office equipment including, but not limited to, multiline phone, computer, printer, scanner, copier, and fax.
MINIMUM REQUIRED QUALIFICATIONS Education and Experience
High school graduate or GED equivalent.
Two (2) years' work experience in an office environment, preferably in a legal setting.
Competent technological experience with the State of Nebraska systems related to child support enforcement, including, but not limited to: Adobe and the Microsoft Suite.
Must be able to type proficiently on a computer keyboard.
PHYSICAL DEMANDS AND WORK ENVIRONMENT The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential tasks. Work requires some physical activity including frequent periods of sitting/remaining stationary and standing/remaining erect with occasional periods of walking/moving about, bending, reaching, and positioning self (ex: stoop, kneel, crouch, or crawl). The incumbent must possess the hand‑eye coordination and manual dexterity necessary to frequently operate/manipulate equipment (use hands to finger, handle, or feel objects/tools). The employee must occasionally lift and/or move up to 50 pounds. Required sensory abilities include vision and hearing. Visual abilities, correctable to normal ranges include close, distance, and color vision as well as the ability to adjust focus. Communication abilities include the ability to talk and hear (exchange information) within normal ranges. Work is performed in an office setting during day‑shift hours, however hours may occasionally include evening, holidays, and call‑ins. Work may be fast‑paced when dealing with multiple clients, priorities, and time constraints. The noise level is typically moderate.
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SELECTION GUIDELINES Formal application, rating of education and experience, interview, reference checks, successful completion of a national criminal background check, successful completion of a pre‑employment drug screen, and other job related tests or checks as may be required.
ESSENTIAL FUNCTIONS
Greet and check in clients, answer telephone calls, and schedule and coordinate appointments and hearings.
Answer calls in a professional and courteous manner; collect and deliver messages; route callers to appropriate party.
Receive and screen visitors and the public, provide general and specialized information regarding departmental functions using tact and sensitivity, respond to inquiries from the public, judges, and County employees; and refer to appropriate staff when warranted.
Establish and maintain effective working relationships with clients, County employees, attorneys, law enforcement, judges, government agencies, community agencies, and the general public.
Receive, review, type, and proofread for accuracy the recommendations entered by the Child Support Referee, final orders for District Court Judges, and pleadings for attorneys and caseworkers in the child support division.
Index files, mail, images, and hearings into the State of Nebraska Children Have a Right to Support (CHARTS) computer program.
Assist with the drafting and proofreading of multiple documents for the establishment of paternity, child support, health insurance and modifications of child support.
Organize, update and maintain confidential filing systems and archives – both computer‑based and physical documents.
Compile case data to acquire certified child support payment histories from State Department of Health and Human Services (DHHS) for use in court.
Compose, review, type and proofread a variety of correspondence, reports and other material requiring independent judgment as to accuracy and completeness.
Scan legal pleadings when and if required.
Extract alphabetic, numeric, or symbolic data from paper documents, and accurately enter data into computer.
Enter, update and maintain confidential case information into the CHARTS computer program.
Input and review information for files into appropriate systems, including but not limited to the CHARTS, DHHS and Justice legal systems.
Extract case data from the CHARTS Worklist Image Indexing attached to IV‑D Case; print and distribute to appropriate staff.
Enter court hearing information into common use and attorney electronic calendar.
Distribute and maintain evidence for parties and litigants for hearings held before the District Court Referee.
Monitor and compile closed files to be sent to Records Management, including generating a list of such files and placing them in boxes.
Comply with confidentiality requirements; abide by rules and sign confidentiality forms as stipulated by governmental agencies.
Assist in procuring supplies for the office as directed by the Administrative Operations Manager.
Receive, stamp, scan, and distribute incoming mail as well as process outgoing mail. Report to assigned worksite with regular, predictable, and consistent attendance.
Peripheral Duties Perform peripherally related duties as assigned.
Necessary Knowledge, Skills and Abilities
Working knowledge of, and ability to apply, current office principles and techniques.
Working knowledge of proper grammar, spelling, and punctuation.
Working knowledge of the legal system.
Knowledge of, and ability to learn, specialized software and operating systems.
Skill in and ability to perform duties with efficiency, thoroughness, accuracy, and attention to detail while managing frequent interruptions.
Ability to communicate effectively, in English, both verbally and in writing.
Ability to learn and abide by all applicable laws, ordinances, and department rules and regulations.
Ability to follow exacting verbal and written instructions.
Ability to maintain composure and perform duties while under pressure and during stressful situations.
Ability to maintain and protect confidential and sensitive information.
Ability to operate standard office equipment including, but not limited to, multiline phone, computer, printer, scanner, copier, and fax.
MINIMUM REQUIRED QUALIFICATIONS Education and Experience
High school graduate or GED equivalent.
Two (2) years' work experience in an office environment, preferably in a legal setting.
Competent technological experience with the State of Nebraska systems related to child support enforcement, including, but not limited to: Adobe and the Microsoft Suite.
Must be able to type proficiently on a computer keyboard.
PHYSICAL DEMANDS AND WORK ENVIRONMENT The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential tasks. Work requires some physical activity including frequent periods of sitting/remaining stationary and standing/remaining erect with occasional periods of walking/moving about, bending, reaching, and positioning self (ex: stoop, kneel, crouch, or crawl). The incumbent must possess the hand‑eye coordination and manual dexterity necessary to frequently operate/manipulate equipment (use hands to finger, handle, or feel objects/tools). The employee must occasionally lift and/or move up to 50 pounds. Required sensory abilities include vision and hearing. Visual abilities, correctable to normal ranges include close, distance, and color vision as well as the ability to adjust focus. Communication abilities include the ability to talk and hear (exchange information) within normal ranges. Work is performed in an office setting during day‑shift hours, however hours may occasionally include evening, holidays, and call‑ins. Work may be fast‑paced when dealing with multiple clients, priorities, and time constraints. The noise level is typically moderate.
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