Secretary Children & Youth

Starting Compensation: $35,849.98/Annually

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Job Description:

JOB SUMMARY

• This is a clerical position within the Resource unit of the Lancaster County Children & Youth Agency.
• The employee will be responsible for the management of paper and electronic records for the unit’s caseworkers and interns.

REPORTING RELATIONSHIPS

• This worker reports directly to the immediate supervisor of the unit.

ESSENTIAL JOB FUNCTIONS

• Maintains Resource Unit templates. Assists in the upkeep and development of new templates for the Resource unit.
• Assists in maintaining various spreadsheets and record keeping related to resource parent auto insurance, home insurance, auto inspections, auto registrations, clearances, and licensing. Assist case workers in ensuring the resource parents comply with any other regulation and policy and procedure.
• Assist with various 4 E funding and DPW audit preparation as needed.
• Sends out all resource electronic faxes and mailings, including medical reference request and resource references.
• Ensures 6th floor front area is clean, organized, and free of any safety concerns.
• Assist with visit room assignments for COBYS permanency visits
• Ensures quality control in documentation of activities and services provided by the unit(s).
• Creates and maintains case openings and closings of Resource homes, ICPC records, and kinship records with accurate and current information.
• Types various forms/protocols and registry-related documents, openings and closings to meet DPW compliance and to improve functioning of the unit.
• Mails letters to ensure compliance with resource homes re-evaluations, applications, and communications.
• Creates, edits and types reports, memos, correspondence and other related materials.
• Files accurately all related correspondence, forms, clearances, etc., in case records.
• Utilizes Excel Program for demographic information on agency-approved resource homes.
• Scans closed, disapproved or withdrawn records into resource computer files.
• Attends and participates in clerical, unit and Agency staff meetings.
• Assist Permanency Clerical with assigned duties, such as permanency review petitions, filing and preparation for annual licensing and record reviews
• Assists other staff when needed.
• Covers phones and front desk of main agency when assigned
• Prepares packets, folders, and binders for various unit functions.
• Ensures that all relevant updates are reflected in the Agency’s client database (CAPS).
• Maintain quality records and perform routine file checks to ensure records will pass DPW audit.

OTHER SPECIFIC TASKS OR DUTIES

• The worker will perform other clerical duties as assigned, including filing, scanning, mail sorting and other related responsibilities.

MINIMUM QUALIFICATIONS

• Completion of a high school business curriculum which included at least one typing/keyboarding course; or
• Any combination of equivalent experience or training which provided the required knowledge and skills.

KNOWLEDGE, SKILLS AND ABILITIES

• Ability to work with the public in a fast-paced environment.
• Ability to work collaboratively with other agency staff.
• Knowledge of computer systems, office machinery, spreadsheets, word processing and other related programs.
• Flexibility to learn new computer-based skills.
• Organizational and time management skills are essential.

REQUIRED LICENSES/CERTIFICATIONS/CLEARANCES

• Must pass pre-employment drug screening test.
• Must have acceptable background check that includes FBI clearance, PA State Police Criminal history and ChildLine clearances.

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT

• Does not pose a threat to the health and safety of the department
• Must have the ability to work independently.
• Must have the ability to remain seated for extended periods of time.
• Must have the ability to work on a computer for extended periods of time.
• Bending, lifting, turning and repetitive motion may be necessary.
• This position has been identified as having the potential for exposure to Hepatitis B.

The County of Lancaster offers comprehensive benefits to our employees. Read more about our benefits here.

Lancaster County Government provides Equal Employment Opportunity for all persons regardless of race, religion, age, sex, national origin, genetic information or disability. The County also observes all applicable laws regarding Veterans status. The County reflects this action in all areas of employment and compensation practices and policies. Employment with the County is based upon the ability to perform the job as well as dependability and reliability once an individual is hired.