Position Description

Commonwealth of Pennsylvania
POSITION DESCRIPTION FOR JOB POSTING
Position Number: 50304396	Description Activated On: 11/10/2024 3:54:45 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 Office of Children, Youth and Families (OCYF), Bureau of Policy, Programs and Operations (BPPO), Division of Operations (ChildLine), Clearance Verification Unit (CVU). The primary responsibilities of this position include receiving, entering and reviewing clearance applications in order to issue clearance verification for Pennsylvania Child Abuse, Pennsylvania State Police Criminal History, Federal Bureau of Investigations (FBI), National Sex Offender Registry (NSOR) Out of State Clearances, and the Consolidated Eligibility Letter System (CELS). The Clearance Verification Unit ensures, through the issuance of clearances and verifications, that an individual is either qualified or disqualified under PA Child Protective Services Law (CPSL) and Child Protective Services Regulations, to work with children or be responsible for a child’s welfare.

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.

• Answer and return calls from the public regarding clearance related matters and inform callers of the necessary action steps when inquiring about clearance verifications and determinations.
• Exhibit professionalism, empathy, and compassion when engaging with customers on the phone or in-person at the Clearance Window to alleviate their concerns and provide a high level of customer service in accordance with OCYF’s mission statement.
• Perform data entry into the appropriate electronic repository from PA Child Abuse History Certification, National Sex Offender Registry, and Consolidated Eligibility Letter applications.
• Review, analyze and perform searches by comparing information in any of the following databases: Child Welfare Information Solution (CWIS), Pennsylvania Access to Criminal History (PATCH) system, Pennsylvania Megan’s Law Website, National Sex Offender Registry (NSOR), Electronic Client Information System (ECIS) and the Unified Judicial System of Pennsylvania.
• Ensure an applicant’s status, as to whether they are named as a ‘perpetrator’ of child abuse, by conducting a Pennsylvania Child Abuse history check within the Child Welfare Information Solution and the results are a consistent match to an existing perpetrator of a substantiated (Founded or Indicated) report of child abuse.
• Review an applicant’s criminal history with the Pennsylvania State Police Criminal History check, and Federal Bureau of Investigations (FBI) and determine a final disposition if a criminal history or prohibitive offenses exist, as per the Pennsylvania Child Protective Service Law (CPSL.)
• Review and analyze the results of Out of State Clearance dispositions to determine if convictions from another state are equivalent to Pennsylvania’s law and crime codes that could be a prohibited offense as per the CPSL.
• Enter, process, finalize and confirm an applicant’s name is not listed on the National Sex Offenders Registry.
• Conduct reviews and determine the appropriate issuance of a Consolidated Eligibility Letter (CEL), required for child-care employees.
• Communicate professionally, clearly, and consistently with applicants verbally and in writing regarding applicant inquiries or to request disposition of charges.
• Process requests for duplicate copies of Child Abuse History Certifications, FBI Record of Arrest and Prosecution (RAP) and Consolidated Eligibility Letters.
• Decide the proper course of action for any applications not meeting criteria, ensuring each applicant receives a timely response outlined in the CPSL.
• Process Service Now ticket inquires.
• Enter Post Office Returns (PORs) of various certificate types.
• Process PA Child Abuse History Certifications and NSOR verification return rejects.
• Complete mailroom tasks such as opening, sorting, review, and stamping incoming clearance applications and associated processing fees to ensure compliance with DHS regulations and the CPSL.
• Maintain approved documentation of work activities.
• Participate or assist in special projects and assignments as directed.
• May on occasion assist in performing data entry, filing, scanning, or other clerical functions as assigned in the QAASU and Appeals Unit during periods of high volume.
• Perform other related 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.

• In compliance with the CPSL, perform verification functions by querying databases and following current verification guidelines to assess the qualifications of an individual responsible for the care of a child or work with children.
• Independently perform identified job duties.
• A clerical supervisor is available to assist as needed on new assignments or technical issues.
• Refer and review complex issues with supervision or management for final decisions.

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.

Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.

1.	Ability to type and perform data entry.
2.	Operate office equipment such as telephone, fax, printer, scanner, copier and computer.
3.	Utilize proper conduct, speech and ethical behavior.
4.	Must have the ability to speak in an audible tone and the ability to be heard clearly over the telephone.
5.	Communicate effectively orally and in writing.
6.	Utilize critical decision making skills.
7.	Complete sorting, reviewing, and date stamping applications within a mailroom environment.
8.	Ability to maintain confidentiality.
9.	Able to sit for extended periods of time.
10.	Able to accurately analyze and review data