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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00070857 |
Description Activated On: 2/25/2026 1:35:09 PM |
Position Purpose: Describe the primary purpose of this position and how it contributes to the organization’s objectives. Example: Provides clerical and office support within the Division to ensure its operations are conducted efficiently and effectively. This position is responsible for performing a wide variety of administrative duties as well as highly independent and moderately complex secretarial work. |
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Description of Duties: Describe in detail the duties and responsibilities assigned to this position. Descriptions should include the major end result of the task. Example: Types correspondence, reports, and other various documents from handwritten drafts for review and signature of the supervisor. Reports: The predominant expectation for this position includes critical editing of a myriad of reports by the Clerical Assistant 2; these reports are then submitted to the respective Pennsylvania Juvenile Court Systems. The editing process involves interpretation of data presented in several different disciplines, inputted by LYDC professional staff. The editor is responsible for producing an accurate execution of the data and must be able to deduce any conflicting information among the disciplines within the completed report, following up accordingly with professional staff when finding any discrepancies. The editor must be able to apply critical thinking skills so that all information being distributed to the courts systems is presented professionally and accurately, without inconsistencies. The four types of reports are as follows: Master Case Planning Conference (MCPC); Court Reports; Discharge Summaries; and Special Reports. When a resident’s first Court Report is distributed to the parent, a group explanation packet is to be included as well as a group letter, indicating the groups in which the resident will participate during his placement at LYDC. The probation officer also receives a copy of the latter document. If a resident has been identified as a LEP resident, the edited version must be distributed to the LEP Coordinator who then sends the report for translation. When the report is returned, the report is sent to the parent/guardian who has requested translation services. An electronic log is maintained for all outgoing reports as well as for delivered and read receipts for any reference needs. Responsible for knowledge of LEP-identified residents; the list is distributed by the LEP Coordinator. Letters: Processes template form letters relative to information to be distributed to probation officers, respective court offices, and families; due to varied family dynamics, several letters may be required. If the resident’s family is LEP identified, the letters must reflect their language. Family Involvement Brochures: Prepare and mail the program brochure upon a resident's arrival to the parent/guardian. Prepare and mail the Forward-Thinking brochures 30 days after the resident's arrival to the parent/guardian. Census/DSPR: Receives, via email, daily census sheets and Daily Safety Protocol Roster (DSPR) reports from seven different cottages for final census and DSPR reports that are distributed on a daily basis to appropriate parties. Checks received census sheets for accuracy and then completes a daily update run in the APPMAP System, updating any information as necessary, such as home passes, court dates, etc. This information reflects the daily number of youth at LYDC for which counties are billed. Attention to detail and complete accuracy are of utmost importance. Intakes and discharges are logged in an electronic ledger. Mail: On a daily basis, discriminately logs outgoing mail to be sent to residents’ families/friends, tracking for a three-letter maximum per week. Clerical Assistant 2 must watch for fictitious return addresses and submit to Cottage Supervisor/Manager when noticed. Also responsible for noting questionable addresses and letters being sent to any former residents or inmates at State Correctional Institutions as residents must have prior permission for this type of interaction. Retrieve afternoon incoming mail; use the magnetometer to detect any possible contraband, and sort for cottage distribution via mailbag. Must be vigilant in noticing any gang markings, former residents writing to current residents, patterns of the same person writing to several different residents, and mail received from any other facilities or prisons. Cottage Supervisors/Managers need to be consulted on any questionable items. Responsible for processing mail through mail meter, refilling postage, and refilling ink-stamp pad as needed. Resident Face Sheet Book: Maintain an accurate and up-to-date notebook of all residents’ face sheets, updating as needed any changes in addresses, counselor information, probation information, etc., which is a frequent occurrence. Maintain the Director and Client Advocate Face Sheet Books as well. Resident List: Maintain and update resident list in Clerical Shared File, printed out on a weekly basis, to log letters residents are sending to friends/family. Faxes: Responsible for daily logging of any faxes, scanning to appropriate staff, and sending hard copy via interoffice mail to cottage. All faxes must be logged for future reference purposes. Stipends: Responsible for resident stipends received via incoming mail. Stipend information is copied for each resident and then sent to residents in cottage via mailbags. Information is logged in an electronic ledger. A Net Pay report is then created biweekly and sent to respective parties. Hard copies of original stipend information are maintained through a filing system. Required to follow up with any missing stipends’ receipts once Financial Services reconciles account and determines discrepancies. Receipts: Receives monies for residents, receipts, logs in ledger, and distributes receipts to respective residents. Receives and counts Special Funds monies, verifying amounts as accurate, receipts, logs, and distributes accordingly. Receives and counts vending and Hot Spot monies, verifies amounts, receipts, logs, and distributes accordingly. Forwards all monies and copies of receipts to other Clerical Assistant 2 for verification and deposit. Accounts: Responsible for maintenance of two accounts for the LYDC facility, one of which includes the Canteen and subsequent payments for all incurred supply needs. Responsible for counting monies received from Canteen, preparing Release of Funds forms with all necessary signatures for any distribution of checks, preparing a weekly deposit, depositing money at bank, and then completing a spreadsheet to record all transactions. As well, Clerical Assistant 2 is responsible for depositing all Trainee Accounts deposits. The other account is a Special Funds account used for individual cottage requests. Must monitor release of funds forms processes to make sure all required signatures and signed receipts are complete and in order and that all purchases are preapproved by Financial Services. Both accounts require reconciliation on a monthly basis and submission to the LYDC Financial Services. The Clerical Assistant 2 works with Financial Services to make sure that all transactions are accurate and occur as expected and that quarterly Pennsylvania sales tax is paid in a timely manner. The Clerical Assistant 2 is also responsible for paying the sales tax. Submits monthly bank statements, Canteen and Special Funds Accounts spreadsheets, and correct and complete forms to Financial Services for auditing purposes. Monthly hard-copy filing system is also required. Security: Responsible for counting revenue generated by room rentals, verifying cash intake with receipts, and completing a petty cash sheet. Monies are then submitted to the Fiscal Tech Supervisor. Master Card: Maintain log for purchases on program cards. Obtain appropriate signatures and signed receipts. Maintain and file pertinent receipts. Provide copies of documents to accounting. Reconcile accounts/logs by working with Financial Services. Good Receipts: Uses the SRM system to mark receipt of goods, including receiving and then reversals, when needed. Maintain log of good receipts and reversals. Communicate completion via email. Warehouse Orders: Via the SRM System, completes warehouse orders for housekeeping supplies on a monthly basis for all cottages, Canteen, Health Services and the Counseling Center, as well as for specially requested orders. Orders are completed after the fifth of the month but no later than the tenth of the month. Deletions, alterations, additions to orders can be requested as well. Maintains log for all orders. Check approval status upon request and rush as needed. JJACS Data Entry: Via the JJACS System, inputs data specific to each resident to include: visiting permits, court orders, home passes, housing record, resident transcripts and scanning/uploading of miscellaneous paperwork. Agency Records Coordinator and Program Liaison to the Health Services Department: Receives resident files from all seven cottages following the required six-month retention period in the cottage. Logs incoming files in an excel spreadsheet and purges after a one-year retention period following a resident’s discharge, placing all purged files in the Health Services offices and maintaining an accurate excel spreadsheet for file-request purposes. Meeting Minutes: Responsible for taking minutes at meetings (Student Council, Cottage Staff Meeting, Treatment Team Meeting and other as assigned), transcribing minutes, and then distributing to respective recipients upon director approval of minutes. Telephone Calls: Receives and screens telephone calls and transfers to appropriate personnel. Work Orders: May be requested to create Work Orders in the event of Clerical Supervisor’s absence or on an as-needed basis via the MAPPER System. Ricoh: In the absence of Clerical Supervisor, contact Ricoh for any copier repair needs. Copier Needs: In the event of a problem with the copier, assists in trying to determine problem. Fire Drills: Conducts monthly fire drills in Building 08 and others as assigned to fulfill safety protocol. PACTT: scans paperwork to the Discharge Portfolios, creates CareerLink accounts. Resident Certifications: Maintain the Resident Certification by updating with new admission/discharges and new certifications earned for each resident and send out twice monthly. Resident Email and ID Card: Create resident email address and ID card upon admission. Discharge Report: Prepare and send the monthly discharge chart to HR. Grievance Log: Maintain the Resident Grievance Log in the absence of the Clerical Supervisor with any new or resolved grievances. The updated log is sent the first of each month to the distribution list. Complete the MMPI-A-RF evaluations for Clinical Services when received and provide results to Clinical Services. Transcribe mental-health evaluations for Clinical Services and provide a written report to Clinical Services. Inventory and mail all resident property upon arrival. Complete Casey Life Skills evaluations. Additional duties as required Travel as necessary for trainings Overtime as needed |
Decision Making: Describe the types of decisions made by the incumbent of this position and the types of decisions referred to others. Identify the problems or issues that can be resolved at the level of this position, versus those that must be referred to the supervisor. Example: In response to a customer inquiry, this work involves researching the status of an activity and preparing a formal response for the supervisor’s signature. Determines when revisions are necessary with regard to the aforementioned reports, relative to residents who reside in assigned cottages. |
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Requirements Profile: Identify any specific experience or requirements, such as a licensure, registration, or certification, which may be necessary to perform the functions of the position. Position-specific requirements should be consistent with a Special Requirement or other criteria identified in the classification specification covering this position. Example: Experience using Java; Professional Engineer License Experience: Licenses, registrations, or certifications: 1. N/A 2. N/A 3. N/A 4. 5. 6. |
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Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
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