JOB TITLE: Administrative File Clerk
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
• 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
• 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.
• High School Diploma or GED required.
• 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 email@example.com.