Secretary Children & Youth

Lancaster County•Lancaster, PA

About The Position

This is a clerical position within the Resource unit of the Lancaster County Children & Youth Agency. The Secretary manages paper and electronic records for the unit’s caseworkers and interns, supports unit operations and compliance, and performs other clerical duties as assigned. The position reports directly to the unit’s immediate supervisor.

Requirements

Completion of a high school business curriculum that included at least one typing or keyboarding course, or equivalent experience or training providing the required knowledge and skills.
Ability to work with the public in a fast-paced environment.
Ability to collaborate with other agency staff.
Knowledge of computer systems, office machinery, spreadsheets, word processing, and related programs.
Flexibility to learn new computer-based skills.
Strong organizational and time management skills.
Ability to work independently.
Must pass a pre-employment drug screening test.
Must pass background checks, including FBI clearance, Pennsylvania State Police criminal history, and ChildLine clearances.

Responsibilities

Maintain Resource Unit templates and assist with developing new templates.
Maintain spreadsheets and records related to resource parent insurance, inspections, registrations, clearances, and licensing, and assist caseworkers with compliance matters.
Assist with 4 E funding and DPW audit preparation as needed.
Send resource electronic faxes and mailings, including medical reference requests and resource references.
Keep the sixth-floor front area clean, organized, and free of safety concerns.
Assist with visit room assignments for COBYS permanency visits.
Ensure quality control in documentation of unit activities and services.
Create and maintain accurate case openings and closings for Resource homes, ICPC records, and kinship records.
Type forms, protocols, registry-related documents, and records openings and closings to meet DPW compliance and improve unit functioning.
Mail letters concerning resource home reevaluations, applications, and communications.
Create, edit, and type reports, memos, correspondence, and related materials.
Accurately file correspondence, forms, clearances, and other materials in case records.
Use Excel to maintain demographic information on agency-approved resource homes.
Scan closed, disapproved, or withdrawn records into resource computer files.
Attend and participate in clerical, unit, and Agency staff meetings.
Assist Permanency Clerical with assigned duties, including permanency review petitions, filing, and preparation for annual licensing and record reviews.
Assist other staff as needed.
Cover the main agency phones and front desk when assigned.
Prepare packets, folders, and binders for unit functions.
Ensure relevant updates are reflected in the Agency’s client database (CAPS).
Maintain quality records and perform routine file checks to support successful DPW audits.
Perform other assigned clerical duties, including filing, scanning, mail sorting, and related responsibilities.