Commonwealth of Pennsylvania

POSITION DESCRIPTION FOR JOB POSTING

Position Number:  00254133

Description Activated On:  12/3/2025 11:48:39 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. 

 Receives requests for CHRI from non-criminal justice agencies or individuals via mail or PATCH. Also receive requests from Office of Administration, Civil Service Commission and PHEAA. The Computerized Criminal History Records and Information (CCHRI) system is utilized to review, update and respond to these requests.

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.

(60%) A. Criminal History Record Information (CHRI)

1. Receive request for CHRI from non-criminal justice agencies, individuals or businesses through the Pennsylvania Access To Criminal History (PATCH) System, as well as Mail-In CHRI requests. Compare identifiers from requested individual with identifiers from linking CHRI SID (State Identifier) response. Look for and forward fingerprint errors and discrepancies to AFIS for correcting.

2. Review and update, via a computer terminal, the requested subjects’ criminal history. The CHRI review process includes:

a. Interpret and apply criminal penal, motor vehicle, pharmacy, liquor, welfare, drug, other various crime codes, active and inactive dates (within specified years), offense grading; and all disposition entry codes.

b. Make precise and accurate decisions concerning final court disposition from district justice, municipal and common pleas courts, which are obtained through the J-Net website for all 67 counties.
c. Review and research complex reference material to ensure accuracy and completeness of individual’s criminal history records.

d. Make and receive job related telephone calls and send computer generated form letters to obtain dispositions to Clerk of Courts and various law enforcement agencies not available through J-Net. Rectify and/or clarify questions or other complex problems that occur.

e. Ensure criminal record information is complete and accurate according to State Laws, House Bills, and the Juvenile Dissemination Act, that may exclude the individual from employment.

f. Ensure that only appropriate data is released for individual and non-criminal justice agency responses. Enter data for processing completion of CHRI requests, which will result in either a Record or No Record.

g. Ensure that all letters and criminal record responses are mailed to the correct individuals/requesters. Generate and disseminate non-criminal justice rap sheets for mailing.

3. Update crimes code listings in accordance with legislative changes.

4. Answer phone call questions by requester regarding status for request and explain rap sheets criminal record responses.

5. Communicate with courts, police departments, state institutions and other law enforcement agencies for the purpose of modifying and correcting criminal history arrest information.

6. Gather and compose criminal history information and update in the CCHRI database. Responsible for making independent decisions pertaining to accuracy of information and disposition interpretation.
B. PATCH Help Line

30% Responsible for receiving incoming phone calls through a Computerized Call Distribution system, addressing questions pertaining to criminal history request statuses, explanation of RAP sheets, retrieving No Record certification forms and criminal histories which have been completed in the PATCH system but have not been received by the requesters.

5% C. Assist supervisor in training of new employees.

5% D. Perform other related duties, as required.

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.

Review and interpret complex final court dispositions independently. Forward received RAP sheets/ court documentation disputes to supervisor.

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.   N/A
 
5.   N/A
 
6.   N/A

Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
 
 1. Review and research reference material.
 2. Make Inquiries by telephone, mail and through the J-Net website.
 3. Update and correct disposition information.
 4. Complete requests for Criminal Records.
 5. Utilize a computer, copier and other office equipment in a effective manner.
 6. Respond to PATCH Help Line calls.
 7. Comprehend and apply the parameters of the law regarding the dissemination of information.
 8. Multitask while answering incoming phone calls.
 9. Make clear,,concise decisions.
 10. Assist with training new staff.