Executive Secretary

Definition of Class

• This position provides secretarial support services to the Intake program within the Erie County Office of Children and Youth. The program includes 11 Intake Supervisors, 35 Intake Specialists, two Social Services Aides and occasional student interns. This position may provide secretarial support for other departments as needed. This position reports directly to the Administrative Officer in the Intake program. This position requires the application of initiative and independent judgment involving the handling of multiple types of complex and confidential material under very limited time frames. Must maintain confidentiality regarding all work-related activity.

Duties & Responsibilities

• Enters, retrieves, searches, verifies and updates client data and client events through the Child Accounting and Profile System (CAPS) on a daily basis.
• Searches, verifies, assigns and clears MCI (Master Client Index) number to each child referred to the Agency via the Pennsylvania Department of Human Services clearance system. MCI number needs to be re-cleared at the time of any new investigation/assessment. MCI number entered into CAPS as well as the agencies involved with reference to that child. Accuracy is needed to not duplicate numbers/children per DHS clearance process.
• Searches, retrieves, verifies, enters and updates Child Protective Service Law (CPSL) data on a daily basis. Maintains data in the Childline Abuse Log (Excel spreadsheet) in accordance with Department of Human Services (DHS) Regulations regarding CPSL data and CAPS policies. Continually updates the spreadsheet to meet the needs of the Intake Department.
• Scans documents into Traverse program.
• Reviews and verifies the accuracy of Request for Service (RFS) forms completed by Intake Specialists. Secures correct information from the Intake Specialists as needed.
• Enters, retrieves, searches, verifies and updates Child Protective Service Law (CPSL) data on a daily basis. Maintains data in accordance with Department of Human Services (DHS) Regulations regarding CPSL data and CAPS policies.
• Searches, retrieves and verifies criminal history information found in the Commonwealth Law Enforcement Automated Network (CLEAN). Independent decision making regarding the appropriate query to be utilized to gather all criminal information. Prints rap sheets when applicable, determines the appropriateness of the information to create summary of charges and upload into CAPS program. Adheres to/complies with the policies and procedures in accordance with Pennsylvania State Police. Maintains CLEAN log for audit purposes. Maintains required clearances to use the CLEAN system via bi-annual testing and re-certification.
• Reviews, verifies accuracy, and mails all required CPSL case-related documentation, to include Initial letters, Supplemental Reports (CY49), and Law Enforcement Referrals (CY104). Makes copies and files as needed. Ensures compliance with laws and regulations governing the CPSL. Maintains spreadsheet on a daily basis.
• Faxes copies of the CY104 to the Child Advocacy Center and law enforcement agencies that have jurisdiction over specific reports of abuse. Creates a separate, confidential file for children reported for child abuse, maintaining compliance with CPSL laws and regulations.
• Maintains Fostering Connections spreadsheet. Sends letters to potential foster placements.
• Independently identifies, locates and destroys CPSL files which must be expunged to maintain compliance with CPSL laws and regulations.
• Types correspondence and other related information from written material or from verbal instruction.
• Maintains records of all families referred for evaluation of child abuse, neglect and/or dependency, in compliance with DHS regulations.
• Copies, collates, mails, faxes and distributes materials.
• Meets with the Administrative Assistant on an as-needed basis to receive training, information and clarification regarding program-related needs and procedures. Provides feedback and frequently recommends system changes. Develops procedures to create accuracy and efficiency.
• Evaluates and makes independent decisions regarding work priorities on a daily basis.
• Recommends changes in forms, data entry procedures, or other system changes to prevent inaccuracies in database. Performs other duties as assigned.

Minimum Requirements

• High School Diploma or GED with a Minimum of 6 months Experience as a Clerk Typist II or Minimum of 1 year Complex Clerical Experience or an Equivalent Combination of Training and Experience

Supervision Received

• Work is performed under the general supervision of the Administrative Officer. Work is performed in accordance with established regulations, policies and procedures.

Conditions Of Employment