Office Specialist Bilingual (Spanish)

There is currently one (1) full-time fixed-term vacancy in the Department of Health & Human Services, Division of Social Services, Children and Family Services Program, Office Specialist Unit.

The Office Specialist position provides administrative and technical support for Children and Family Services (CFS). They work across a divisional team that includes a division director, program managers, supervisors, and line staff. In addition, they may interact with parents, foster parents and community partners to assist in the support and completion of ongoing activities required by CFS. Duties may include maintaining databases with essential information, processing documentation for benefits issuance, completing background checks, scheduling, administrative coordination for foster care placements and tasks such as preparing placement packets, collection of data and assistance with preparing reports and filing legal reports with the Court. The position requires proficiency in Microsoft Office Suite as well as the ability to learn other systems unique to CFS. The position will provide support to the entire staff and serve as an integral member of the CFS Office Specialist team.

There is a total of six Office Specialist positions within Children and Family Services. Two of the Office Specialists support the Court Desk operations of the Department. Two other Office Specialists support the general administrative needs of the office. One Office Specialist supports the Resource Family Approval (RFA) and Placement Units. The remaining Office Specialist supports the Behavioral Health Practitioners.

A CFT/CANS Office Specialist coordinates all aspects of Child and Family Team (CFT) meetings and Child and Adolescent Needs and Strengths (CANS) processes. This includes tracking referrals, entering families into the CFT system, scheduling and/or rescheduling meetings with all involved parties, creating Zoom links and calendar invites, maintaining accurate CFT and CANS trackers, and entering action plans, notes, and assessment results into CARES. The Office Specialist sends required surveys and brochures, gathers CFT documentation from external providers, tracks youth served by various agencies, and monitors CANS completion and certification timelines. They also organize collaborative meetings with YFS, CFS, and Probation, support quality improvement activities, and work closely with data staff to prepare reports, ensuring all CFT and CANS processes run efficiently and remain up-to-date.

The duties of the Court Desk Office Specialists include interfacing with the Marin County Superior Court to file court reports, hearing notices, obtain Court records, communicate with legal parties and clients about Court calendars and matters, and provide administrative support to Department social workers and staff about specific Court-related matters. This position utilizes specific databases and tools to work closely with other Office Specialists, Social Workers, County Counsel, and leadership to perform their job duties.

The duties of the RFA and Placement Units Office Specialist include processing applications for foster care benefits, obtaining Livescan results and conducting additional background record checks, compiling RFA packets for potential Resource Parents, creating, compiling, and filing RFA related documents, communicating directly with Resource Families, opening/transferring/closing Resource Homes in CWS/CMS, and providing administrative support to Department Social Workers on RFA related matters. This position utilizes tools and databases specific to RFA and works closely with other Office Specialists, the RFA and Placement Units, and the leadership team to successfully perform their duties.

Knowledge of

• The activities and functions of the department or program to which assigned.
• Standard office applications including word processing, spreadsheet and database systems.
• Standard office practices and procedures and practices, including filing and retrieval systems, business correspondence formats and the operation of standard office equipment.
• Correct business English.
• Business mathematics.
• Techniques for dealing with the public in person and over the telephone.
• Basic principles and practices of lead direction depending on assignment.
• Technical terminology and equipment related to the work.
• Basic claims management, including Workers' Compensation and liability depending on assignment.

Ability to

• Perform complex, technical and responsible office administrative work independently and accurately.
• Use county-wide and assignment-specific systems.
• Interpret, apply and explain policies, procedures and regulations related to the operations of the department or program. Prepare a variety of specialized reports, correspondence, and other written materials utilizing and summarizing data from multiple sources.
• Perform accurate mathematical and/or statistical calculations.
• Assess office procedures and make effective recommendations for improvement.
• Communicate effectively both verbally and in writing sufficient to convey information and instructions to the public and other employees which may involve situations requiring tact, courtesy and poise.
• Depending on assignment, plan, direct and review the work of a small support staff; and train staff in work procedures.
• Represent the department or program on task forces and committees.
• Establish and maintain effective working relationships with those encountered during performance of duties.