Secretary County of Lancaster Lancaster

Title Secretary
Date 15 January 2021
Company County of Lancaster
City Lancaster

Short Description :

Phones is required Must have acceptable background check that includes FBI Clearance, PA State Police criminal history and ChildLine clearances Clerical skills including word processing, database management, record maintenance and filing Periodically serves as ,…

Full Description :

JOB SUMMARY

This is a clerical position with the Intake department of the Lancaster County Children & Youth Agency. This employee is responsible for all unit-related reports and case files. Work is assigned by the unit supervisor. Work is reviewed daily by the unit supervisor and caseworkers. Monthly case checks for accuracy and compliance with Agency policy are conducted. Results of case checks are reviewed with employee. Unit supervisor and employee meet monthly to review unit workload.

REPORTING RELATIONSHIPS

The employee reports directly to the immediate supervisor of the unit.

ESSENTIAL JOB FUNCTIONS

  • Ensures quality control in documentation of activities and services provided by the unit.
  • Accurately and efficiently transcribes and formats dictation from various sources, including dictation tapes, handwritten documents or typed notes.
  • Creates, updates, maintains, transfers and closes family and abuse case records in accordance with Agency policy assuring information is accurate.
  • Creates, edits and types reports, reviews, memos, dictation, correspondence and other related materials.
  • Types petitions and other court-related documents in compliance with DHS regulations and provides electronic or faxed copies to all attorneys involved.
  • Files accurately and efficiently all related correspondence, forms and other documentation in case records
  • Understands the operating system and software of a personal computer, especially Microsoft Word for Windows.
  • Submits and edits information to the agency-wide databases, assuring accuracy and validity
  • Personally assures mail is delivered to Post Office for cases as necessary
  • Completes expungement of case information on a monthly basis.
  • Completes court-ordered redactions which involves copying entire case files for criminal court proceedings
  • Assists in annual purging/shifting of Agency files
  • Opens, processes, and distributes U.S. and inner-office mail
  • Trains new clerical staff in various functions including database usage, dictation formatting, petition mailing preparation and procedures for maintaining electronic files
  • Periodically serves as back-up for the reception desk as needed
  • Periodically serves as back-up for processing reports from overnight or weekend
  • Attends and participates in clerical, unit and staff meetings
  • Attends monthly conferences with unit supervisor
  • This position requires the worker to be available outside typical work hours. The worker will often be required to work earlier than 8:00 AM and later than 5:00 P.M. Additionally, some weekend hours may be required

OTHER SPECIFIC TASKS OR DUTIES

The employee will perform other related duties as required by the supervisor.

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

  • Clerical skills including word processing, database management, record maintenance and filing
  • Experience working with County staff and with the public.
  • Ability to work in a fast-paced environment with heavy work volume.
  • Flexibility and energy to meet the unpredictable and emergency nature of workload demands.
  • Attitude of cooperation to enhance team functioning within the unit and to contribute to overall Agency goals.

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. Clearance are needed prior to the start of employment.

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 transport self to various locations for meetings and trainings.
  • Bending, lifting, turning and repetitive motion to answer phones is required
  • This position has been identified as having the potential for exposure to Hepatitis B. Access to training and a voluntary vaccination against Hepatitis B is provided.

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