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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 50483593 |
Description Activated On: 12/15/2025 10:42:18 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 clerical support functions for the Northeast Regional Office of Child Development and Early Learning (OCDEL) in carrying out the mandated functions of the licensing/approval of regional child care facilities. The incumbent in this position must have knowledge of child care operations. Work 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. • Prepares materials related to the certification of Child Care Centers, Group Child Care Homes and Family Child Care homes including: o Proofreading materials prior to typing for errors and inconsistencies on applications, letters or other material submitted by the applicant or the certification representative o Notifying the Early Learning Program Regional Manager or Certification Supervisor if any errors are found o Filing all completed certification materials for child care centers, group child care homes and Family child care homes o Preparing lists for mailing to agencies and the general public as requested • Communicates basic information to callers wishing to become certified about the Department’s requirements, explains differences in types of requirements for certified facilities, and offers scheduling for mandatory provider orientations. • Routes calls to supervisor or certification representative when more technical information is requested. • Prepares information packets for mailing to persons who inquire about certification; maintains schedules of monthly prospective provider meetings; prepares materials for distribution to providers at meetings; • Obtains weekly schedules from staff and makes appropriate updates and changes as needed, including maintaining a common office calendar in Microsoft Outlook • Maintains scheduling for provider orientations and prepares all correspondence and materials associated with provider orientations • Maintains schedule of monthly prospective provider meetings; prepares materials for distribution to providers at meetings. Logs number of orientation participants on shared folder. • Maintains the administrative bulletin board for the Early Learning Program Regional Manager and for staff reference • Maintains administrative forms for local use, including the agency corporate card and other requests • Assists with the maintenance of the Northeast sub-folder of the OCDEL shared folder • Assists with inventory control for the office. Duties include 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 • Assists with creating, organizing and maintaining Center, Group and Family files for the office • Enters new applications into CLS for center, group child care and Family child care facilities, reviews for accuracy within a 3 day time frame after application is assigned by a supervisor. • Manage the process of renewals of the certificate of compliance by deciding that the appropriate correspondence and completed application as authorized by the certification representative is sent to the child care facility. In order to make the decision when there are discrepancies, the incumbent must research the information in CLS related to the child care facility and bring it to the attention of the certification representative. • Manage the generation of the certificate of compliance by making a decision that the correct certification period is listed on the certificate which reflects the approval of a supervisor. • Prepares all other correspondence 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. Managing the correspondence for the complaint findings in CLS. Makes decisions about the correct correspondence to be sent based on an action as directed by the Regional Office Manager. This includes correspondence to the general public and child care facilities. • Prepares all information and correspondence associated with appeals, including cover memos to the Bureau of Hearings and Appeals and letters to facilities, attorneys and parents • Other duties performed as required in this position including: o Receiving calls for staff and forwards or records messages in a clear and concise manner; provides information to callers as requested; routes calls to staff as necessary o Recording basic information on complaints or alleged deficiencies in certified 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 for certified facilities 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 • Maintains supplies in the forms drawer as needed to maintain supplies for staff use. Drafts original forms and letters as requested • Maintains supply of facility listings for distribution to field staff • Assists with 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. • Assists with tracking use of the postage meter for the Northeast Region, Scranton Office. • Performs other related duties as assigned by the Early Learning Program Regional Manager. |
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 that the correspondence in CLS is accurate and meets the appropriate requirements for complaints and renewals once approved by a certification rep or supervisor. •Determines proper distribution of mail •Determines proper routing of phone calls •Directs visitors to the proper staff or office •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 CLS correspondence |
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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. N/A 5. N/A 6. N/A |
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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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