Clerk Typist 3 C&Y

This position provides clerical support to the agencys Family Finding program including outreach activities relative searches correspondence tracking and administrative support to assist Agency in identifying and engaging family and kinship connections for Children and Youth.

• Provides clerical support to the agencys Family Finding efforts by assisting Family Finder caseworkers and supervisors with locating and engaging relatives kinship supports and other significant connections for Children and Youth.
• Prepares prints and mails Family Finding letters and informational packets to identified relatives and supportive adults.
• Conducts initial outreach telephone calls to verify contact information and document responses for Family Finder or caseworker follow-up.
• Utilizes approved public search resources databases internet search engines social media platforms and people-search tools (e.g. True People Search and other agency-approved resources) to assist in locating relatives kin and other potential supports.
• Reviews and updates contact information obtained through searches and documents findings in CAPS system.
• Prepares contact lists and other Family Finding documents as requested by Family Finder supervisors and caseworkers.
• Scans uploads files and organizes Family Finding documentation in accordance with agency policies and confidentiality requirements.
• Collaborates with Family Finder caseworkers supervisors and managers to ensure Family Finding activities are completed timely and documentation is maintained accurately.
• Performs other Family Finding-related clerical and administrative duties as assigned.
• Responsible for proof reading materials to ensure that information is grammatically correct complete and adhere to agency rules and regulations. Type responding correspondence in appropriate format and proofread response for grammatical format and substance.
• Read correspondence in order to become familiarized with contents and determine what procedures to pursue in providing correct information which is in accordance with any applicable administrative constraints.
• Maintains operation of copy machine in clerical department. Periodically checks machine to see that it is kept in running order. Make copies and collated materials for staff when needed. Maintains/operates office equipment.
• Determines clerical supply needs sends notification to supervisor. Ensures all agency forms are in stock up-to-date legible and readily available for staff.
• Assists with projects including special projects as directed by Administrative Officer.
• Knowledge of word processing and use of computer programs. Ensure proper letter formats are stored on hard drive and important documents are filed appropriately.
• Operates computer to create new files open cases close cases listing of active clients tie schedule for reporting casework activity including but not limited to new intakes quarterly reports and progress notes. Log information into computer check for accuracy and prepare statistical reports are required. Ensures all information is correct in accordance with agency requirements. Adheres to agency confidentiality policies and regulations. Maintains control of clerical files filing and supply needs.
• Operate fax machine and distribute faxed items and assures delivery to appropriate personnel.
• Trains other clerical support staff in role as back up resources to fill in during absences. Participates in clinical meetings when requested and performs other related work as required.
• Lead clerical typist in the clerical department. Trains other clerk typists on entry of referrals into the CAPS system. Assists with setting up typist with eCIS MCI and CAPS access. Trains on how to find information for each referral in other systems. Ensures vital information is correct and up to date.
• Provides group training to any and all staff on referrals and clericals roles on entry of referrals and what information is needed.
• Acts as liaison with typists learning referrals. Answer all questions regarding referral entry identification of different types of referrals and solves rare issues with referrals for the clerical department. Reports to Clerical Supervisor when out of the ordinary issues arise and how they are resolved.
• Ensures referral log is up-to-date and completed. Any issues are brought to the attention of the Clerical Supervisor.
• Completes updated telephone list ochart and mail list/directory of all staff in agency. Ensures accuracy of all lists. Disperses updates regularly to all staff Administration and designated providers.
• Back up clerical worker for Act 33 meetings in order to ensure accuracy of information by taking notes.
• Process clerical mail.
• Assign CAP numbers and F (foster home) numbers for new referrals. Notify file room of need for F number assignments.
• Lead worker for Interstate Compact referrals as these referrals must be done differently from regular referrals and ensure IC referrals are not mixed in with other referrals.
• Assist Clerical Supervisor with new employee binders.
• Other duties as assigned.
• Assist Clerical Supervisor with copying files as needed.
• Types confidential information/letters/correspondence for Supervisors and Managers.

• Knowledge of English grammar spelling and punctuation at a level equivalent to that used in writing or adjusting written materials normally consisting of complex sentence structures; one two and three syllable words; and punctuation marks for word number sentence phrase and clause separation.
  • Knowledge of the specialized office procedures and practices which relate to the work process.
  • Knowledge of standard office procedures practices conduct and actions necessary in maintaining harmonious working relationships.
  • Knowledge of the techniques applied in using the English dictionary and referencing technical journals or code books.
  • Knowledge of the types organization and use of various kinds of office files that are organized according to multiple indexing methods; and logs forms and letter formats used in consolidating information from numerous sources.
  • Knowledge of advanced arithmetic which involves calculations similar to adding subtracting multiplying and dividing mixed numbers or complex fractions conversions of fractions into decimal or percent form and the use of variable formulas that are selected on a situation or problem basis.
• Ability to understand and follow oral and written instructions which explain the work objectives and general guidelines that require independent decision making on the most appropriate procedures to be followed in varied courses of action.
  • Ability to make independent determinations on the best possible resolution to processing problems.
  • Ability to develop and set up clerical procedures for the process or office activities performed.
• Ability to assemble organize and present status information from various source materials concerning the operation of a process or office activities.
  • Ability to proofread varying types of information for conformance with a prescribed pattern or form to assure the adherence to instructions and clerical office procedures to maintain consistency of thought and requirements and for compliance with specific administrative or procedural rules.
  • Ability to transfer information from formats which occur in random order and present a modified form according to rules and procedures.
  • Ability to organize work in a manner which insures smooth processing and accomplishment of priority items on schedule.
• Ability to use discretion and judgment in dispensing information which may be susceptible to misunderstanding or misuse.
• Ability to instruct and advise clerical employees on the methods and procedures used in a process.
  • Ability to collect and organize material for reports by determining the information sources appropriate information and form of presentation.
• Ability to compose correspondence of inquiry or explanation relating to a problem request or program need by surveying the nature of the item and determining the course of action to execute the presentation.
• Ability to maintain cost financial tax or disbursement records and statements that do not involve the use of standard accounting principles by posting entering transferring adjusting and balancing numerous accounts in the control process
  • Ability to perform intermediate arithmetic calculations such as the adding and subtracting of whole numbers and decimals; and multiplying and dividing by two or more-digit whole numbers or decimal multipliers and divisors.
  • Ability to operate office and mail processing machines such as the adding machine photocopier postage meter; and instruct others in their use.
  • Special selection criteria based upon the nature of the position

ELIGIBILITY: ALL CANDIDATE(S):
1.) Must meet the minimum experience and training (METs) required for the job. The METs for this position are:
Six months as a Clerk Typist 2 and educational development to the level of completion of high school; OR One year of progressively complex clerical typing experience and completion of high school; OR Six months of moderately complex clerical typing work and completion of a post high school business curriculum; OR any equivalent experience and/or training which provided the required knowledges skills and abilities.
2.) Be a resident of Pennsylvania.

SELECTION CRITERIA:
1.) Meet the minimum experience and training required for the job.
2.) Meritorious Service- defined as:

• The absence of any discipline above the level of written reprimand during the 12 months preceding the closing date on the posting
• The last due overall regular or probationary performance evaluation was higher than unsatisfactory