JOB TITLE: Administrative File Clerk
LOCATION: Hamblen


PROGRAM: LIHEAP
POSITION SUMMARY:  Provides assistance to the LIHEAP Administrative Staff with various office 
duties. Maintains all client files for current and prior fiscal years, as well as oversees required 
five-year storage and subsequent disposal after five years.

DUTIES AND RESPONSIBILITIES / ESSENTIAL JOB FUNCTIONS:
•     Coordinates with Compliance Specialist and County Coordinators for delivery of files 
to Main Office on a regular basis.
•     Receives files with appropriate reports when delivered to Main Office.
•     Obtains necessary reports from THO database to ascertain that all client files are 
accounted for and end up at the Main Office. Works to locate any missing files.
•     Files client files and any additional paperwork to follow.
•     Organizes file cabinets to accommodate different fiscal years and/or funding 
periods, including boxing up files and arranging movement to storage for five years.
•     Maintains file disposal schedule and coordinates with appropriate staff for 
completion of disposal when due.
•     Receives, opens and distributes all incoming mail and drop box documents. Processes 
returned mail.
•     Reviews client applications received in mail, or drop box, for completeness. 
Forwards to appropriate staff and, when necessary, ascertains that they are received.
•     Answers phone and greets clients in foyer.

•     Monitors status of Incomplete Application correspondence file and assures follow 
through.
•     Makes copies of LIHEAP/LIHWAP applications and other forms as needed to supply all 
six county NSCs, as well as the Outreach Advocate and Assurance 16 Specialist.
•     Assists Administrative staff and Data Specialist with mail-outs, copying, folding, 
and stuffing envelopes as needed.
•     Maintains adequate supply of paper products for office and office restroom.
•     Creates and maintains spreadsheet of commonly used office supplies to be used as 
inventory sheet/supply request form for NSCs.
Education Requirements:
•     High School Diploma or GED required.
Experience Requirements:
•     Six months’ experience in clerical work in a Community Service setting preferred.

Other Knowledge, Skills and Abilities
•     Experience in detailed record keeping, and highly organized.
•     Ability to maintain client records and handle confidential information.
•     Ability to communicate well with low-income clients and the general public.
•     Be responsible, punctual, dependable, accurate, and thorough.
•     Computer proficiency in word processing, spreadsheet and data entry.
•     Competency with operation of multi-function office equipment.
•     Must have valid driver’s license and proof of insurance on vehicle.
Hours and Benefits: Part-time; Non-Exempt.

 

 

 

 

 

 

 

 


Deadline to apply:

 

 

 

 

 

 

 

 

 


To Apply: Send resume to: DCEA Human Resources, Attn: Administrative File Clerk, P.O. Box
1218, Morristown, TN 37816, or email to awhite@douglascherokee.org.