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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00100979 |
Description Activated On: 2/20/2026 11:12:54 AM |
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. The incumbent in this position is responsible for providing comprehensive and complex clerical and administrative support for the Western Regional Office of Child Development and Early Learning (OCDEL) in carrying out the mandated functions of the certification/approval of regional early learning programs. The incumbent in this position must have basic knowledge in appropriate laws, regulations, policies, procedures and protocols as they pertain to the certification of early learning programs. The incumbent must be able to function as the initial point of contact and keep the Certification Supervisor and the Regional Manager apprised of any issues related to the certification of early learning programs. Work is performed with a considerable amount of independence and minimal review and must be planned and organized efficiently and prioritized to assure a smooth workflow and to meet deadlines as required. Work involves extensive use of the personal computer and other office equipment. Duties are performed under the direction of the Early Learning Program Regional Manager. |
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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. Communicates basic information to callers regarding the process of becoming a certified early learning program. Explains differences in types of facilities and offers scheduling for mandatory provider orientations. Determines calls need to be routed to supervisor or certification representative when more technical information is requested. Screens call to determine if the call should be routed to a manger, supervisor or certification representative. • Prepares information for mailing or emailing to persons who inquire about certification; prepares confirmation letters, certificates of attendance, etc. for providers attending an orientation. Schedules conference room for orientation; maintains schedules of monthly prospective provider meetings; prepares materials for distribution to providers at meetings. • Maintains scheduling for provider orientations and prepares all correspondence and materials associated with provider orientations • Places orders for office supplies electronically, through ODP. • Assists with the maintenance of the Western sub-folder of the OCDEL shared folder • Acts as inventory control officer for the office. Duties include maintaining supplies for the supply room, tagging furniture, equipment and other items, recording inventory and preparing inventory reports as requested and submitting them to headquarters or the Department of General Services (DGS) as needed • Provides alternative coverage of general duties in the absence of staff. • Performs other duties as required in this position including: o Receiving calls for staff and records messages in a clear and concise manner; provides information to callers as requested; routes calls to staff as necessary Listens to voicemail and forwards message to appropriate staff o Cancelling staff appointments as necessary o Notates basic information on complaints or alleged deficiencies in licensed facilities received from consumers, employers, police or other persons or agencies in the absence of field or supervisory staff o Photo-copying materials as requested o Performing general filing duties o Preparing correspondence, envelopes and other materials for mass mailing and for certified and other special mailings • Opens and date stamps mail and distributes to staff either by scanning to the staff person’s email or placing in their mailbox Retrieves faxes and date stamps for distribution Scans faxes and mail to staff • Oversees the maintenance of office equipment by trouble-shooting problems, identifying when to contact the service provider and identifying when a need for new equipment exists • Maintains the mail machine for 3 bureaus of DHS, ordering supplies, postage, repairs, etc. Forwards postage report with tracking use of the postage meter for the Western Region. • Assists in the scheduling processing of new hire interviews as directed by the Regional Manager • Receives, dates, logs, reviews, and enters family child care home (FCCH), group child care home (GCCH) and child care center (CCC) applications, occupancy permits, tax verification information, child abuse, criminal history clearances and FBI Clearances, Mandated Reporter Training, Affirmation Statement and Health and Safety trainings for errors and completeness. All completed applications are cross-referenced with the negative sanction files to determine if there is a negative sanction against a prospective provider • Identifies problems with FCCH, GCCH and CCC applications and refers them to the Certification Supervisor or Regional Manager as needed. Otherwise contacts provider either by phone, or through written correspondence to request missing information and assist provider through the certification process. • Manages the certification renewal system • Reviews and processes renewal applications for completeness and maintains the FCCH, GCCH and CCC files. • Obtains identifying information from prospective child care operators and prepares and mails or emails informational packets about child care facilities to prospective operators • Enters information for newly certified facilities into CLS, Pennsylvania’s Enterprise to Link Information about Children across Networks and makes changes to existing data as necessary. • Creates, organizes and maintains paper and electronic facility files Processes, prints and prepares for mailing or emailing all CLS correspondence for child care providers • Prepares all other correspondence, as it relates to child care providers, for certification representatives, supervisors and the regional manager, including, but not limited to return letters for applications, letters for the waiver process and other letters not supported by the CLS system. • Prepares all information and correspondence associated with child care appeals, including cover memos to the Bureau of Hearings and Appeals and letters to facilities, attorneys and parents • Interacts with staff in DRA, other OCDEL Bureaus, the Early Learning Resource Centers and other program offices/departments and external business partners regarding the certification of child care facilities • Schedules conference room for staff meetings • Performs other related duties as assigned by the Regional Manager Determines completeness of FCCH, GCCH and CCC initial and renewal applications •Identifies issues/concerns with FCCH, GCCH and CCC applications that need to be brought to the attention of the Certification Supervisor or the Regional Director • Monitors and determines the need to order regional supplies • Monitors office equipment and determines need to call for support and maintenance • Determines proper distribution of mail and faxes • Resolves issues presented by callers to the office or determines need to escalate and routes calls accordingly • Directs visitors to the proper staff or office • Determines need to confer with staff regarding the management of CLS correspondence Performs other duties as assigned. |
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. • Decides proper filing system • Determines if a sensitive issue or situation needs to be escalated to a supervisor or the manager • Determines need to confer with staff regarding the management of PELICAN correspondence Determines validity of outgoing certification correspondance. Resolves issues presented by telephone callers to the office or determines proper routing of the calls • Monitors and determines the need to order regional forms and supplies • Determines proper distribution of mail • Directs visitors to the proper staff or office |
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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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