Clerk Typist II - C&Y

COUNTY OF BUCKS

JOB TITLE:

Clerk Typist II

JOB CODE:

0553

DEPARTMENT:

Children & Youth

UNION:

04

FLSA STATUS:

Non-Exempt

GRADE:

27POSITION SUMMARY:

This position operates within a pool of other support staff to ensure full agency coverage. This position requires one to maintain confidentiality with regard to the work that this employee is responsible for and exposed to during the regular course of the work day. This position requires a comprehensive understanding of the Children and Youth Agency, the ability to learn and to assist changing operational support tasks across the Agency.

This position requires an individual to possess self-initiative, have the ability to think independently, have strong organizational skills, be detail oriented, competently operate computer applications, and demonstrate strong internal/external interpersonal skills and professionalism.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

• Performs criminal background checks on clients, utilizing the Pennsylvania Justice Network (JNET). This includes searching numerous non-public databases, such as the Pennsylvania Department of Transportation, Commonwealth Law Enforcement Assistance Network, Pennsylvania Sex Offender Registry Tool, Administrative Office of Pennsylvania Courts Unified Judicial System Portal, Law Enforcement Justice Information System, Pennsylvania Department of Public Welfare, Bucks County Prothonotary Web Viewer, and Lexis Nexis Accurint for Government.
• Provide quarterly report to Agency Accurint liaison for submission to State.
  • Manages timelines for court hearings to ensure that all documents are prepared, copied and mailed according to regulations using data base to merge information. Ensures that notation of all court related information is in the agency data base and the results of such proceedings are mailed to all parties. These hearings include:
    Judicial Review, Dependency, Permanency Review, Interim Permanency Review, Modification, Status Review, Termination of Court Supervision, and Termination Hearings.
  • Enters data, changes, and children's photos into Automated Children & Youth Social Services System (ACYS). Assists Screening Unit with updating/adding/verifying client demographics to CWIS system information, including securing Master Client Index (MCI) numbers for Agency database.
  • Performs search in ACYS to evaluate CWIS errors and determine all possible matches in assessing duplicate demographic data and confirm correct information with DPW or caseworker. Present chart of findings to caseworker for review and submit final chart to IT in order to alleviate duplicate error messages.
• Provides document management including formatting, typing of letters, including initial contact letters, referrals, Safety Plans, Family Service Plans, Permanency Placement Plans, filing, copying, scanning, faxing, and mailing of documents as required.
• Makes recommendations in the development and modification of Agency operational procedures for greater efficiency in managing data entry and retrieval as systems change.
• Types/transcribes handwritten case notes, voice mail messages (from the phone), and text messages into ACYS.
• Types correspondence, dictation, subpoenas, memos, reports, forms and petitions from handwritten copies and/or tapes. Completes emergency correspondence on date received. Completes regular correspondence, memos and reports within one business day. Transcribes entries in case records. Proofreads all typing and corrects typographical errors, spelling and punctuation. Prepares, types and proofreads all court-related material without error. Prepares and types all correspondence without error using personal computer or sometimes the typewriter.
• Supports mobile work force in performing duties when they are out of the office including, but not limited to, generating and mailing time sensitive letters, faxes, and other pertinent case information.
• Copies files for Commonwealth Audits, agency solicitor and adoption finalization upon request.
• Ensures the timely delivery of faxes to the appropriate agency worker or to their mailbox.
• Ensures copy machine areas are filled with paper/toner.
• Participates in training as required.
• Assists with training of new clerical staff as needed.
• Maintains electronic and physical organization and maintenance of Agency files and case records in acceptable format in compliance with Department of Public Welfare regulations and Agency policies and procedures. Files correspondence and case related material by fastening in appropriate sections. Prepares and maintains court sheet. Transfers and closes records.
• Responsible for answering all incoming telephone calls on the switchboard console during the operator's breaks and lunch period on a rotating basis. Directs calls to appropriate person; puts messages through to voice mail or takes the message personally and places in staff member's mailbox within fifteen minutes.
• Cancels worker's appointments when requested.
• Inputs referral information to Statewide Adoption Network (SWAN).…