Office Support II 40 FT

County of Lancaster•Lancaster, PA

4d•Onsite

About The Position

This position reports directly to the PULSE Program Director of the Lancaster County Youth Intervention Center. The primary responsibility is the organization and maintenance of all ETC participant legal files and operational files. The role involves creating, maintaining, and organizing participant files, ensuring accuracy and currency both electronically and manually. It requires communication with various agencies such as Juvenile Probation, Court Administration, and the Children & Youth Agency to ensure all necessary paperwork is received. The position also involves preparing correspondence, gathering and scoring assessments, participating in evaluation meetings, entering data, monitoring inventory, preparing files for inspections and audits, and maintaining back filing. Additional duties include preparing program materials, updating a group placement board, transferring video feeds, updating GPS units, scanning incident reports, maintaining participant lists, scheduling and tracking follow-up questionnaires, calculating statistics, creating attendance sheets, grading test scores, and completing reference checks for new hires. The role also assists with facility documentation and collecting monthly building forms.

Requirements

Applicants must be 21 years of age.
High school diploma or GED equivalent required.
6 months experience, using knowledge, skills and abilities listed below.
Ability to speak and write legibly and articulately.
Ability to maintain professional demeanor under stressful public situations.
Good organizational skills.
Dependable individual who is self-starter and can work with minimal supervision.
Able to perform multiple duties in a fast-paced environment.
Able to handle CONFIDENTIAL information in a professional manner.
Ability to produce high volumes of work with minimal errors.
Answer, screen, and route telephone calls to appropriate destination.
Operate standard office equipment.
Should possess good analytical abilities and excellent interpersonal relation skills as well as ability to work under deadlines and exercise good independent judgment.
Ability to use office applications, including Microsoft Office.
Clean criminal record, FBI Clearance, and child abuse history record.

Responsibilities

Create, maintain, and organize all participant files for the PULSE Evening Treatment Center program.
Ensure all participant files are correct and current both electronically and manually.
Communicate with Juvenile Probation, Court Administration, and the Children & Youth Agency to ensure all required paperwork is received for each participant.
Prepare and send correspondence to Child & Youth Caseworkers, Juvenile Probation Officers, and the parents of participants.
Gather and score assessments and evaluations to produce program outcomes.
Participate in Standardized Program Evaluation Protocol (SPEP) meetings.
Enter all SPEP related data and forms (Fidelity Forms for each group, pre and posttests) into the program’s spreadsheet and into Change Companies website.
Monitor the inventory of program materials and make resupply stock requests as necessary.
Prepare all files for the annual Department of Human Service inspection.
Prepare all files for the annual Juvenile Court Judges Commission audit.
Maintain all back filing for past participants.
Prepare, create, and organize program materials as needed.
Update the group placement board in the Breakroom at the beginning of each week for staff to reference.
Transfer van video feeds from cameras onto external storage device at the beginning of each week.
Update vehicle GPS units as needed along with direction to area schools.
Scan Unusual Incidents Reports into UCM and file them in the participant’s file.
Keep the list of “All ETC Participants” updated.
Schedule and send out 2-month and 6-month follow up questionnaires to JPO, CYA and parents and then track the responses in Excel.
Calculate 6-month statistics for the program.
Create attendance sheets for each participant at the start of every month and review attendance on a weekly basis.
Grade and record pre and post test scores for ETC participants.
Create “Participant Days” document at the end of every month that is used for billing purposes.
Complete reference checks for new hires, as needed.
Assist with facility documentation organization and filing on an as needed basis.
Collect, organize, and file monthly building forms from program.