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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00288870 |
Description Activated On: 5/27/2026 3:37:19 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 located in the Bureau of Policy, Programs and Operations, Division of Operations. The incumbent in this position is primarily responsible for monitoring and supervising the work productivity for the Pennsylvania Child Abuse History clearance, Adam Walsh Unit (FBI), the National Sex Offender Registry (NSOR) verification, Consolidated Eligibility Letter (CEL), Care Check and Out of States for Adoption/Foster care and monitoring the phone system for incoming calls and staff assistance. They provide direct supervision to Clerical Assistance 3s and Clerical Assistant 2s in order to ensure the applicable provisions of the Child Protective Services Law (CPSL), federal and state statute, and the Child Protective Services Regulations (3490) are adhered to and implemented accurately and timely. The primary purpose of this position is to provide protection to children by minimizing their risk of harm by conducting background check clearances to prevent predators of child abuse or neglect from having acc |
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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. Oversees the Pennsylvania Child Abuse History Clearances process, Adam Walsh Unit (FBI Clearance) process, National Sex Offenders Registry (NSOR) process, Consolidated Eligibility Letter (CEL) process, Care Check process, Out of States for Adoption/Foster Care process, and to ensure that clearances are processed accurately and efficiently within the mandated timeframe. Monitor the phone system for incoming calls and staff assistance. Reviews and verifies Pennsylvania Child Abuse History Clearances process, Adam Walsh Unit (FBI Clearance) process, National Sex Offenders Registry (NSOR) process, Consolidated Eligibility Letter (CEL) process, Care Check process, Out of States for Adoption/Foster Care process when additional assistance is needed by subordinates to meet the required mandate. Reviews criminal rap sheets for fitness determination based on prohibited criminal convictions contained in the CPSL and initiates contact with others to obtain additional information when necessary. Processes tentative matches submitted by staff to determine if an applicant is listed on the Pennsylvania Statewide Child Abuse Registry as a perpetrator of substantiated child abuse/neglect. Assesses the workload distribution by determining daily staff output and estimating incoming applications based on prior statistical information and data. Actions may include reassigning staff duties, initiating use of voluntary and mandatory overtime, or recommending that overtime be offered to other Division staff. Plans, organizes and delegates phone and customer service window coverage to ensure efficiency of operations in handling background check applicants. Examines and reviews files, forms, documents and records pertaining to Pennsylvania Child Abuse History Clearances process, Adam Walsh Unit (FBI Clearance) process, National Sex Offenders Registry (NSOR) process, Consolidated Eligibility Letter (CEL) process, Care Check process, Out of States for Adoption/Foster Care process for compliance, accuracy and timeliness. Interviews and recommends the selection of applicants for vacant clerical positions. Demonstrates the operation of office machine equipment such as photocopiers, adding machines, calculators, computers mail openers, phone systems and faxes to subordinates. Prepares monthly accomplishment reports from the daily production of work, including but not limited to: bank statements, computer, phone systems, logs, spreadsheets and files. Gathers, prepares, collects information, data and statistics for the Annual Child Abuse Report and participates in meetings and discussions regarding such information. Participates and attends the ChildLine Information Technology Subproject Meetings when asked in order to present system concerns and issues. Also, recommends and suggests improvements as well as assists with testing the fixes made by Information Technology (IT) staff to ensure that system changes and fixes work according to the business process requirements established by the team. Monitors workflow by reviewing, analyzing and producing various daily, weekly, and monthly statistical reports and charts. Assesses staff abilities and skills in order to determine the most appropriate person(s) to perform special projects; Identifies individual and group training needs, by evaluating strengths and needs and schedules appropriate training as available; Cross trains staff in various procedures, practices, job duties and responsibilities related to background checks; and Provides on the job training to newly hired staff and to any staff when policies or procedures change or when additional training is needed in a specific area related to background checks. This is accomplished through individual or group conferences in which policy, procedures and practices are explained and demonstrated by providing technical assistance as needed. Communicates effectively with subordinates, management, applicants, internal/external offices such as policy and program offices and the Office of Legislative Affairs to convey information in clear and understandable manner, especially when explaining applicable mandates, statute and regulations. Interviews, evaluates information, contacts appropriate person(s), gathers additional information and takes corrective action when a grievance or compliant is received. Reports findings from pre-disciplinary conferences to the Administrative Officer, ChildLine Manager or Division Director. In addition, makes recommendations on the appropriate action to take based on the information gathered. Ensures proper leave is taken and proper leave balances are maintained; approves and disapproves leave usage; Ensures minimum staffing needs are met and considers leave requests based on operational needs; and Prepares time and absentee records. Prepares Employee Performance Reviews using established Performance Job Standards and conducts progress reviews so that staff expectations are clearly understood. Also, maintains personnel files. Ensures that confidentiality of information is maintained by staff by reinforcing the laws and regulations regarding confidentiality of records and by monitoring procedures in which confidentiality is required for compliance as per the applicable laws and regulations Also, ensures that staff signs a confidentiality statement when hired. Reviews correspondences to determine most appropriate course of action and responds verbally or in writing according to the Department’s policies and procedures. Performs special assignments and miscellaneous duties as directed, in order to assist the Administrative Officer, ChildLine Manager, and/or Division Director in meeting mandates from executive staff. Oversees the processing of priority applications by identifying and keeping staff informed of current criteria for priority processing and ensuring that these priorities are verified and processed by the next working day. Oversees the reprint, reject and duplication process to ensure that the process is followed in an accurate, efficient and compliant manner as per policy and procedure. When assigned, assists with the oversight of the fiscal process related to CY113 application fees collected; ensures that bank statements are reconciled monthly and that revenue deposits are accurate and submitted daily to the Comptrollers’ Office; Reviews bank statements to ensure accuracy; and resolves all discrepancies found between background check staff who handle the fees, and the bank statements received from the bank who handles our account. Ensures that completed consent releases are processed accurately. Ensures that information in the Pennsylvania Child Abuse Registry is maintained accurately and in a manner that is consistent with the CPSL. Uses correct grammar, spelling and punctuation to present ideas, methods, procedures and instructions clearly and effectively, both orally and in writing. Develops updates and maintains clerical procedures for workflow related to background checks. Develops, updates and maintains policy and procedure manuals related to the background check process and Out of States checks. Attends and participates in meetings as directed by management staff in order to take part in discussions and provide recommendations and input related to the background check process. Performs quality check of the FBI batch print folded and stuffed by Clerical Assistant 3s. Performs quality check of the CVU/FBI dups processed by Clerical Assistant 3s. Performs other related duties as required and requested. |
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. Routine assignments are performed independently by the incumbent with the incumbent’s supervisor providing assistance, as needed. New assignments are explained by a management level staff person with the expectation that the incumbent will then work independently with the incumbent’s supervisor providing technical assistance, as needed. Special assignments are reviewed by management level staff upon completion. Recommendations to discipline background staff as a result of pre-disciplinary conferences and investigations must be reviewed with management level staff prior to any discipline being determined or imposed. Decision making by incumbent may include but are not limited to following: • Resolves routine conflict, issues and concerns pertaining to the background check process. • Resolves customer service issues with callers and applicants at the customer service window. • Determines if an applicant is a tentative match on the statewide central registry as a perpetrator of child abuse or neglect. |
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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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