Centralized Mail Team Lead - #W4341

Title: Centralized Mail Team Lead - #W4341

State Role Title: Administrative and Office Specialist III

Hiring Range: $48,273-$58,196 (salary commensurate with experience)

Pay Band: 3

Agency: Department of Social Services

Location: DSS HOME OFFICE

Agency Website: www.dss.virginia.gov

Recruitment Type: Agency Employee Only - A

Job Duties

At the Virginia Department of Social Services, we put people at the center of everything we do. We believe that every Virginian can live a life of dignity and that all voices, ideas, and experiences contribute greatly to our pursuit of excellence. Inspired by continuous improvement, we commit ourselves to listening, learning, and cultivating environments of trust, respect, and positive engagement. Together, we are mission-driven, eager to achieve, and passionate about bringing the best of who we are to those we serve.

We design and deliver high-quality human services that help Virginians achieve safety, independence, and overall well-being. We are a $2 billion agency – one of the largest in the Commonwealth of Virginia – partnering with 120 local departments of social services and 31 community action agencies, along with faith-based and non-profit organizations, to promote the well-being of children, adults, and families statewide. We proudly serve alongside 1,650 (state) and 12,200 (local) human services professionals throughout the Social Services System, who ensure that thousands of Virginias most vulnerable citizens have easy access to the services and benefits available to them.

The Division of Business Operations’ Centralized Mail Unit (CMU) is currently seeking a Centralized Mail Team Lead. This lead position and team serves as support to the Division of Child Support Enforcement (DCSE) Home Office and Field Offices and to the State Disbursement Unit (SDU) centralized incoming mail efforts and operations. DCSE manages nearly 251,000 cases to ensure that child support payments of $590 million per year reach families across the Commonwealth. CMU is the backbone of support to the daily operations of DCSE and their work directly impacts our ability to maximize case processing. In addition, the outcomes achieved by this position and team directly impact the agency’s ability to meet federally mandated timeframes and performance goals, preventing financial penalties to the state.

Responsibilities includes but may not be limited to:
• Serve as team lead to staff and assignments to meet performance measures.
• Direct daily workflow to ensure the timely completion of duties.
• Maintain and update standard operating procedures as program and statutes change.
• Train new and current employees on centralized mail policy, procedures, and guidance.
• Receive and monitor daily specialists processing reports.
• Compile and complete/prepare daily unit reports and other reports as requested.
• Support DCSE teleworking offices providing relevant/essential case documentation.
• Receive, research, identify and scan documents to support DCSE and SDU centralized mail efforts and operations.
• Complete administrative, fiscal, and programmatic duties for child support cases, engaging families for success so that they have the financial and family support they need to grow and thrive.
• Gather and organize information to meet requirements, creating and updating client records in automated system, and processing documents in assigned case management functions.
• Communicate directly with internal staff and external agencies as needed to obtain and convey information.
• Research documentation to support actions by case management staff (establishment, court, review/adjustment, and enforcement) in timely, accurate and complete manner.
• Problem-solve issues/challenges and brainstorm with staff and others to improve effectiveness of the district’s practices for administration and case manage activities and routines.
• Provide back-up to the Centralized Mail Manager.

Minimum Qualifications

Demonstrated ability to lead/direct individuals; train individuals; create/prepare reports, documents, etc., plan, organize, and manage multiple priorities; obtain and assess information/data through interviewing; independently research cases to resolve difficult problems; interpret and apply policies and procedures; analyze and utilize legal and financial data and automated reports; perform mathematical computations; communicate effectively both orally and in writing with internal and external st