Eligibility Specialist - Trainee

Job Description:

Eligibility Specialist - Trainee

Description

Introduction

Placer County is comprised of over 1,400 square miles of beautiful and diverse geography, ranging from the residential and commercial areas of South Placer, through the historic foothill areas of Auburn, Foresthill, and Colfax, and to the County's jewel of the North Lake Tahoe basin. Placer is a great place to live, work, play, and learn! For more information about Placer County, please visit www.placer.ca.gov.

This recruitment will be used to fill vacancies in the South Placer and Auburn areas.

This continuous recruitment will remain open until the final filing date. The eligible list established from this continuous recruitment will expire by the end of the calendar year. Applicants will be eligible to reapply and take an examination if a new recruitment opens the following calendar year.

To be considered for the next round of screening in this recruitment, please submit your application materials by October 16, 2024, at 8:00pm.

POSITION INFORMATION

The current vacancies are in the Health and Human Services Department - Human Services Division and the eligible list established from this recruitment will be used to fill positions in eligibility programs such as CalFresh, CalWORKs, Medi-Cal, and Veterans Services.

This list may also be used to fill positions in other divisions as vacancies arise. Bilingual skills in Spanish and/or Russian are preferred, but not required for the current vacancies. This recruitment may be used to fill both permanent and temporary/extra help vacancies as they are available.

*Temporary/Extra-help assignments are limited to 28 hours per week with a cap of 999 hours or 960 hours for CalPERS retired annuitants in a fiscal year and are not eligible for benefits. Extra-help appointments made from this eligible list may transition to permanent status, should vacancies arise.

BENEFITS

Placer County offers a comprehensive benefits package to employees, including:

• Holidays: 14 paid holidays per year, 2 of which are floating holidays*
• Vacation leave: 10 days/year with ability to accrue 25 days/year
• Sick leave: 12 days/year*
• Cafeteria plan: 6% of employee’s salary will be contributed towards employee to use towards 401(k), dependent care, medical co-insurance, or cash
• Medical, dental, and vision insurance available for employees and dependents
• $50,000 life insurance policy at no cost to employee
• CalPERS retirement plans
• Retiree medical insurance
• Deferred compensation
• Education allowance: up to $1,200 per year
• Bilingual incentive: incumbents may be eligible for bilingual incentive pay depending upon operational needs and certification of proficiency.

*Amounts will be prorated for part-time employees and employees hired after the first of the year.

The information above represents benefits currently available to permanent Placer County employees and may be subject to change. Applicants should inquire about the most current benefit package during hiring interviews or by contacting the Human Resources Department. For a detailed listing of benefits, please click here to view General benefits.

For more information regarding the benefits Placer County has to offer, please visit Placer County's Human Resources website.

DEFINITION

To learn about determining eligibility for, or continuation of, designated and specialized client services programs and their respective benefits; to provide administrative support for designated program operations and the provision of services; to track and monitor the continuing quality of services provided and client needs to ensure compliance with program guidelines and regulations; and to function as an integral and supportive member of assigned departmental and multi-disciplinary team(s).

DISTINGUISHING CHARACTERISTICS

This is the training level classification in the Eligibility Specialist series established to qualify incumbents in the training and experience requirements to become an Eligibility Specialist I. This class is distinguished from the Entry level in the series in that Trainees may have limited or no directly related work experience and are not assigned the full scope of Entry level duties.

Job duties at the Trainee level include classroom and on-the-job training where the emphasis is on learning the basic regulatory and statutory requirements of multiple client services programs. Employees work under guidance and direction to complete initial case functions as they continue to learn procedures, complex regulations, and acquire the ability to apply the regulations during the training period. Trainees are given the opportunity to perform increasing levels of eligibility determination to prepare them for the duties assigned to the entry-level Eligibility Specialist I classification.

Since this is a training class, employees are expected to successfully complete all training requirements within a period not to exceed twelve (12) months, at which time they will be eligible to non-competitively promote into the Eligibility Specialist I classification. Failure to successfully complete training as prescribed will result in termination.

SUPERVISION RECEIVED AND EXERCISED

Receives immediate supervision from supervisory or management staff and may receive technical and functional supervision from an Eligibility Specialist - Senior.

EXAMPLES OF ESSENTIAL DUTIES

• Interview applicants and participants in designated client services programs and services; assist applicants in the completion of appropriate applications, financial disclosures, and declaration forms necessary to process applications; determine and request necessary verification and data to accurately evaluate the applicant or client’s eligibility and determine applicant’s/participant’s eligibility for designated program(s).
  
• Interpret and explain designated program(s) regulations, obligations, procedures, and other pertinent information on an individual basis, in person, by telephone, or in group settings to applicants, participants, and the general public.
  
• Educate, recommend, and determine initial and continuing eligibility in accordance with established procedures for various assigned programs including verification of reported information and of benefits provided by other jurisdictions; screen applicants/participants to determine eligibility for expedited, expanded, and/or modified services.
  
• Maintain appropriate and accurate case records, documentation, and files, including performing data entry into automated record systems; monitor and follow-up on due dates; prepare and maintain other documents associated with designated program area(s) and related reporting requirements.
  
• Recognize the need for and provide referrals to other client services and/or community resources/agencies to assist applicants/participants in identifying and utilizing the resources and services available; establish and maintain liaison with local private and public resources to provide continuity of services and awareness of designated program area(s).
  
• Assist in conducting program orientation and/or information sessions for clients, applicants, vendors, contractors, landlords, employers, and the general public to disseminate accurate information regarding assigned program area(s) and pertinent criteria, regulations, and guidelines.
  
• Perform specialized functions and tasks in support of assigned program(s) such as processing claims for reimbursement of tenant damages; prepare lease/contract documents; learn how to issue certificates, overpayments, vouchers, and checks and make referrals to fraud investigations as necessary; assist with surveys and/or field housing quality inspections relative to compliance standards.
  
• Recommend appropriate determinations according to established criteria and assigned program’s regulations; perform calculations to verify mathematical and financial data; initiate appropriate process according to determination.
  
• When assigned to the WIC program, conduct nutritional and related classes under the direction of a Nutritionist, including determining nutritional goals according to established criteria, and collecting, documenting, and evaluating clinical and dietary information.
  
• Assist with troubleshooting and the resolving system issues and inconsistencies in information as it relates to the various automated systems used for generating eligibility determinations.
  
• Perform a variety of administrative support and clerical duties related to assigned program activities to include filing, maintaining records and statistics, word processing, and answering the telephones.
  
• Build and maintain positive working relationships with co-workers, other County employees, community agencies and resources, and the public utilizing principles of effective customer service.
  
• Perform related duties as assigned.
  

WORKING CONDITIONS

Work is typically performed in an indoor office environment and controlled temperature conditions. Position may require travel to and from other locations in a variety of outdoor weather conditions.

MINIMUM QUALIFICATIONS

Experience and Training:
Any combination of experience and training that would provide the required knowledge and abilities is qualifying. A typical way to obtain the required knowledge and abilities would be:

Education and Experience:

Equivalent to the completion of twelfth grade.

AND

Six (6) months of clerical experience that includes substantial public contact.

OR

Completion of the equivalent of fifteen (15) semester units in social services, sociology, social work, psychology, behavioral science, business or public administration, or a related field from an accredited college or university.

Required License or Certificate:

• May need to possess a valid driver's license as required by the position. Proof of adequate vehicle insurance and medical clearance may also be required.
  

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of:

• Techniques of interviewing and information gathering, and record keeping practices.
  
• Modern office procedures, methods, and computer hardware and software and its applications.
  
• English usage, spelling, grammar, and punctuation.
  
• Basic mathematical calculations.
  

Ability to:

• Learn, retain, and understand program information; intermittently analyze work papers; identify and interpret technical and numerical information; explain designated and specific regulations and procedures to clients and the general public.
  
• On a continuous basis, sit at a desk for long periods of time; intermittently walk, stand, bend, climb, squat, twist, and reach while retrieving or returning files or making field visits. Intermittently twist to reach equipment surrounding desk; perform simple grasping and fine manipulation; use telephone and write or use a keyboard to communicate through written means; see with sufficient acuity to read characters on computer screen; hear and speak with sufficient acuity to communicate with clients; and lift moderate weight.
  
• Learn to apply the policies, procedures, and programs of the Health and Human Services Department.
  
• Learn to apply the laws, rules, and regulations governing eligibility for multiple public assistance programs.
  
• Learn to make referrals to appropriate agencies and programs.
  
• Learn to detect and evaluate potential fraudulent situations.
  
• Make rapid and accurate arithmetic calculations including addition, subtraction, multiplication, and division.
  
• Maintain strict confidentiality.
  
• Work with various cultural and ethnic groups in a tactful and effective manner.
  
• Learn to plan and prioritize a caseload to ensure work is completed in accordance with regulations relating to eligibility and timeliness.
  
• Follow written and oral direction and instructions.
  
• Obtain information through interview; work fairly and courteously with the public; handle multiple case assignments; and work effectively with interruptions.
  
• Analyze situations quickly and objectively and determine proper course of action within established guidelines and parameters.
  
• Use a computer and related software applications.
  
• Use modern office equipment, such as a calculator, telephone, facsimile machine, and photocopy machine.
  
• Type at a speed necessary for successful job performance.
  
• Communicate clearly and concisely, both orally and in writing.
  
• Establish and maintain effective working relationships with those contacted in the performance of required duties.
  

SELECTION PROCEDURE

Online Examination (100%)

After the posted filing deadline, qualified candidates will receive a notification via email when the examination is available. The online examination may include multiple choice, true/false, fill-in, matching, and/or essay type questions directly related to the required knowledge and abilities for this classification.

Note: Candidates will have approximately three (3) calendar days from the date of notification to complete the online examination. Only one attempt will be permitted.
The online examination has been tentatively scheduled for the following dates:

• Week of May 6, 2024
  
• Week of July 15, 2024
  
• Week of September 9, 2024
  
• Week of November 4, 2024
  

MISCELLANEOUS INFORMATION

Length of Probation:

• This classification serves at the pleasure of the Appointing Authority and has no specific term and no right to continuous employment.

Bargaining Unit:

• General

CONDITION OF EMPLOYMENT

Prior to the date of hire, applicants must undergo a fingerprint test by the Department of Justice, pass a medical examination (which may include a drug screening and possibly a psychological evaluation), sign a constitutional oath, and submit proof of U.S. citizenship or legal right to remain and work in the U.S. For some positions, applicants may also be required to submit proof of age, undergo a background investigation (which may include a voice stress analysis and/or a polygraph), and/or be bonded. Additionally, positions in law enforcement classifications and those supporting law enforcement functions will be required to complete a conviction history questionnaire prior to or during the interview process. Applicants for positions with access to Medi-Cal billing software or who are licensed providers must clear the Federal Exclusion List, credentialing, and social security verification. Failure to clear these requirements may result in an employment offer being withdrawn.

SUBSTITUTE LISTS

The eligible list resulting from this recruitment may be certified as a substitute list for a substantially similar classification. For this purpose, a substantially similar classification is one at a lower level in the same classification (example: entry level vs. journey level) and/or a similar classification (similar work performed, similar training and experience qualifications required). If you are contacted for an interview by a County department, you will be informed of the classification and other relevant information. If you choose not to interview for a substantially similar classification, you will remain on the eligible list for which you originally applied.

EMPLOYEES OF OTHER PUBLIC AGENCIES

Placer County offers an expedited process for qualifying certain applicants for interviews. Candidates currently employed, or employed within the last year, by a public agency operating under a personnel civil service or merit system may be eligible to be placed on a Public Agency Eligible List and certified as eligible for appointment to a similar job assignment without going through the examination process. For more information on the Public Agency Eligible List, to download forms, or to apply, please click here.

EQUAL OPPORTUNITY EMPLOYER

Thank you for your interest in employment with Placer County. Placer County is an equal opportunity employer and is committed to an active nondiscrimination program. It is the stated policy of Placer County that harassment, discrimination, and retaliation are prohibited and that all employees, applicants, agents, contractors, and interns/volunteers shall receive equal consideration and treatment. All terms and conditions of employment, including but not limited to recruitment, hiring, transfer, and promotion will be based on the qualifications of the individual for the positions being filled regardless of gender (including gender identity and expression), sexual orientation, race (including traits historically associated with race, including, but not limited to, hair texture and protective hairstyles such as braids, locks, and twists), color, ancestry, religion (including creed and belief), national origin, citizenship, physical disability (including HIV and AIDS), mental disability, medical condition (including cancer or genetic characteristics/information), age (40 or over), marital status, military and/or veteran status, sex (including parental status, pregnancy, childbirth, breastfeeding, and related medical conditions), reproductive health decision making, political orientation, or any other classification protected by federal, state, or local law. Please contact the Human Resources Department at least 5 working days before a scheduled examination if you require accommodation in the examination process. Medical disability verification may be required prior to accommodation.

Conclusion

For questions regarding this recruitment, please contact Janine Martindale, Administrative Technician, at jmartind@placer.ca.gov or (530) 889-4083.

Closing Date/Time: Continuous

Salary:

$22.95 - $22.95/hour; $3,978.00 - $3,978.00/month; $47,736.00 - $47,736.00/year