Department Clerk III CYS

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OVERALL OBJECTIVE

To perform specialized departmental clerical duties for the Children Youth and Family Services program within Venango County Human Services. This includes the Protective Intake Crisis Unit and the Ongoing Unit.

SUPERVISION EXERCISED

None.

SUPERVISION RECEIVED

This position is formally supervised by the CYFS Director. This position functions with considerable autonomy with some instructions on daily duty.

ESSENTIAL FUNCTIONS OF THE JOB

1. Provides clerical support for the CYFS programs and its various services. This includes separate and interrelated tasks between the Protective Intake Crisis unit and the Ongoing unit under CYFS. Performs occasional tasks for support programs such as Foster Care/Independent Living, Triple P and Outreach.

2. Answers calls on the department phone tree and maintains call logs. Handles various types of calls for regular, urgent and emergency calls. Searches database as aid to answer calls and transfer to caseworker/other departments. Turns phones on and off as part of the 911 call forwarding protocol.

3. Works closely with the PIC unit director on call handling. Follows Call Restriction protocols as instructed. Follows the daily/weekly staff call schedule as provided.

4. Performs clerical tasks for Ongoing case papers. Maintains the case master list materials as provided and ensures accuracy. Sorts papers for filing. Organizes and maintains the holding areas for case papers. Creates new charts for case and placements.

5. Breaks down Ongoing closed charts, dates and stores in different areas based on date of case closure. Retrieves inactive charts for reopening or research. Works closely with the CYFS program specialist/program manager for this task.

6. Regularly scans and uploads Ongoing documents in CAPS accurately.

7. Edits template-based letters with information provided by staff. Maintains log for outgoing mail.

8. Sorts incoming Ongoing department mail and disseminates to staff mailboxes. Keeps postal returns and receipt slips. Occasionally sends out overnight mail and tracks delivery.

9. Creates folders for Crisis Communication Logs for staff.

10. Collects and submits Ongoing vehicle slips. Emphasizes service based on issue and availability. Reserves vehicles for department staff per HS fleet policies and maintains paper/digital vehicle calendar. Performs fleet-travel as needed.

11. Creates department/intake packets for staff. Frequently updates contents of packets as instructed. Checks with other building department clerks to replenish their packets for PIC. Provides ample packets available over weekends and holidays for responders.

12. Prepares for and attends meetings as assigned. Writes minutes as trained. Maintains meeting binders and updates as needed.

13. Transcribes Forensic interviews, as needed. Works closely with the Clinical Manager to complete this task accurately on time.

14. Frequently checks inventory of department supplies. Completes requisition forms, gains approval and submits.

15. Tracks shredding dates for Ongoing archived charts. Checks and gains approval from program manager prior to annual purging. Submits work order to the maintenance department to assist with material movement.

16. Checks and enters data on county and state databases including but not limited to CAPs, XJail, DocuShare, etc. Learns new systems with training as and when introduced.

17. Oversees the Ongoing department file room and cabinets. Maintains sign out sheets, cabinets, car seats, etc. in the file room. Pays attention to safety and accessibility in the file room.

18. Completes all required state and agency trainings for the CYFS department.

19. Maintains and initials various logs and spreadsheets that are essential to daily operations.

20. Maintains department's clerical protocol binder and updates as necessary.

21. Holds key for department vehicles, cabinets, mailroom, file room, etc.

22.Fills in for front desk reception when necessary.

OTHER DUTIES OF JOB

1. Shares some duties with other clerks within the department.

2. Occasionally performs errands as needed to carry out essential job duties.

3. May occasionally oversee the work of temporary clerical staff when needed.

4. Performs other job-related duties as required.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

1. Must be able to speak and understand the English language in an understandable manner in order to carry out essential functions of job.

2. Must possess good communication and interpersonal skills.

3. Must possess ability to function independently, have flexibility and the ability to work effectively with clients, co-workers and others.

4. Must possess ability to maintain confidentiality in regard to client information and records.

5. Must possess the technical knowledge of operating personal computers and other office equipment with accuracy and reasonable speed.

6. Must possess general knowledge of modern office practices and procedures and ability to apply same to essential duties of job.

7. Must possess knowledge and ability to practice current and accurate usage of grammar, spelling and filing procedures.

8. Must possess ability to learn assigned clerical tasks and adhere to prescribed departmental procedures.

9. Must possess ability to perform simple math calculations with accuracy and reasonable speed.

10. Must possess ability to learn county and legal rules, procedures and practices as necessary within department.

11. Must possess ability to be able to handle a variety of clerical duties and switch from one to another throughout the workday.

QUALIFICATIONS

A. EDUCATION/TRAINING

High School diploma or equivalency plus demonstrated office/clerical and computer knowledge required. Must possess a valid Pennsylvania driver's license.

B. WORK EXPERIENCE

Two years' working experience in an office environment, county government or social service agency performing clerical duties, or any acceptable combination of equivalent training and/or experience.

C. CLEARANCES

• Must work in conjunction with employer to apply for Act 34 PA State Police Criminal History, Act 151 PA Child Abuse and FBI clearances prior to employment. Clearances currently possessed that are less than 4 years old will be accepted until new clearances are available. All clearances must reflect acceptable results.
• Must not appear on Preclusion Lists as defined by “Pennsylvania's Medical Assistance Bulletin 99-11-05 Provider Screening of Employees and Contractors for Exclusion from Participating in Federal Healthcare Programs.”
• Must successfully complete pre-employment drug screening.

HOW TO APPLY

All interested, qualified county employees should contact Human Resources at 814-432-9758. An internal job posting/bid application is required.

DEADLINE TO APPLY: 06/02/2025

WE ARE AN EQUAL OPPORTUNITY EMPLOYER.

VENANGO COUNTY IS A DRUG-FREE WORKPLACE.

APPLICANTS WHO REQUIRE SPECIAL ACCOMMODATIONS DUE TO A DISABILITY SHOULD CONTACT 814-432-9758 FOR ASSISTANCE.

Job Type: Full-time

Pay: $11.10 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift

Work Location: In person