Executive Secretary

Erie County, Pennsylvania; Erie (Erie County); In loco; USD 15.000 - 21.000; Tempo pieno

Vantaggi offerti da questo lavoro

Fringe benefits package

Descrizione del lavoro

Erie County Office of Children & Youth Services is seeking an Executive Secretary to provide essential secretarial support to the Intake program. This role supports 11 Intake Supervisors, 35 Intake Specialists, and other staff, handling confidential materials and coordinating daily administrative tasks.

The position requires initiative, accuracy with CAPS/CAPS data, MCI and CPSL record handling, and strict adherence to DHS policies.

Competenze

• Minimum of 6 months as a Clerk Typist II
• High School Diploma or GED with Business Curriculum, and 1 year General Clerical Experience

Mansioni

• Enters, retrieves, searches, verifies and updates client data and client events through CAPS daily.
• Searches, verifies, assigns and clears MCI (Master Client Index) number to each child referred to the Agency via the DHS clearance system. Ensures no duplicates.
• Searches, retrieves, verifies, enters and updates CPSL data daily and maintains the CPSL log (Excel) per DHS regulations.
• Faxes copies of CPSL documents to Child Advocacy Center and Law Enforcement; maintains confidential files.

Formazione

High School Diploma or GED with Business Curriculum

Descrizione del lavoro

Erie County Office of Children & Youth Services

Status

Full Time

Starting Pay Rate

$12.81 Hourly

37.5

Exemption Status

Non-Exempt

Posting Date

11/03/2026

Closing Date

11/18/2026

Pay Grade

AC04

Bargaining Unit

AFSCME CLERICAL/TECHNICAL

Posting Number

5925

Posting Notice: Erie County offers a generous fringe benefit package including low-cost medical, dental, and vision; fourteen paid holidays; up to eleven combined personal and vacation days in the first year of employment.

Nature of Work

• This position provides secretarial support services to the Intake program within the Erie County Office of Children & Youth. The program includes 11 Intake Supervisors, 35 Intake Specialists, 2 Social Services Aides and occasional student interns. In addition, this position may provide secretarial support for other departments as needed.
• This position reports directly to the Administrative Officer in the Intake program. This position requires the application of initiative and independent judgment involving the handling of multiple types of complex and confidential material under very limited time frames. Must maintain confidentiality regarding all work-related activity.

Duties & Responsibilities

• Enters, retrieves, searches, verifies and updates client data and client events through the Child Accounting and Profile System (CAPS) on a daily basis.
• Searches, verifies, assigns and clears MCI (Master Client Index) number to each child referred to the Agency via the Pennsylvania Department of Human Services clearance system. MCI number needs to be re-cleared at the time of any new investigation/assessment. MCI number entered into CAPS as well as the agencies involved with reference to that child. Accuracy is needed to not duplicate numbers/children per DHS clearance process.
• Searches, retrieves, verifies, enters and updates Child Protective Service Law (CPSL) data on a daily basis. Maintains data in the ChildLine Abuse Log (Excel spreadsheet) in accordance with Department of Human Services (DHS) Regulations regarding CPSL data and CAPS policies. Continually updates the spreadsheet to meet the needs of the Intake Department. Type Initial letters and mail letters per Supervisor requests.
• Scans documents into Traverse program.
• Reviews and verifies the accuracy of Request for Service (RFS) forms completed by Intake Specialists. Secures correct information from the Intake Specialists as needed.
• Searches, retrieves and verifies criminal history information found in the Commonwealth Law Enforcement Automated Network (CLEAN). Independent decision making regarding the appropriate query to be utilized to gather all criminal information. Prints rap sheets when applicable, determines the appropriateness of the information to create summary of charges and upload into CAPS program. Adheres to/complies with the policies and procedures in accordance with Pennsylvania State Police. Maintains CLEAN log for audit purposes. Maintains required clearances to use the CLEAN system via bi-annual testing and re-certification.
• Reviews, verifies accuracy, and mails all required CPSL case-related documentation, to include Initial letters, Supplemental Reports (CY49), and Law Enforcement Referrals (CY104’s). Makes copies and files as needed. Ensures compliance with laws and regulations governing the CPSL.Maintains spreadsheet on a daily basis.
• Faxes copies of the CY104 to the Child Advocacy Center and Law Enforcement Agencies that have jurisdiction over specific reports of abuse. Creates a separate, confidential file for children reported for child abuse, maintaining compliance with CPSL laws and regulations.
• Maintains Fostering Connections spreadsheet. Sends letters to potential foster placements.
• Independently identifies, locates and destroys CPSL files, which must be expunged to maintain compliance with CPSL laws and regulations.
• Types correspondence and other related information from written material or from verbal instruction.
• Maintains records of all families referred for evaluation of child abuse, neglect and/or dependency, in compliance with DHS regulations.
• Copies, collates, mails, faxes and distributes materials.
• Meets with the Administrative Officer bi-weekly or as needed basis to review workload, receive training, information and clarification regarding program-related needs and procedures. Provides feedback and frequently recommends system changes.
• In absence of Administrative Officer: completes off shift photos – prints, saves into ChildLine folder, and uploads into CAPS.
• Evaluates and makes independent decisions regarding work, priorities on a daily basis.
• Recommends changes in forms, data entry procedures, or other system changes to prevent inaccuracies in database.
• Performs other duties as assigned.
• Minimum of 6 months as a Clerk Typist II
• High School Diploma or GED with Business Curriculum, and 1 year General Clerical Experience

Supervision Received

• Work is performed under the general supervision of the Administrative Officer. Work is performed in accordance with established regulations, policies and procedures.

Conditions Of Employment

• Required to provide and are subject to Pennsylvania criminal and child abuse clearances and FBI fingerprint clearance prior to the start of employment.

Position: Executive Secretary

Department Service Planning Location Erie County Office of Children & Youth Services Status Full Time Starting Pay Rate $12.81 Hourly Hours Per Week 37.5 Exemption Status Non-Exempt Posting Date 11/03/2026 Closing Date 11/18/2026 Pay Grade AC04 Bargaining Unit AFSCME CLERICAL/TECHNICAL Posting Number 5925 Posting Notice: Erie County offers a generous fringe benefit package including low-cost medical, dental, and vision; fourteen paid holidays; up to eleven combined personal and vacation days in the first year of employment.

Nature of Work

• This position provides secretarial support services to the Intake program within the Erie County Office of Children & Youth. The program includes 11 Intake Supervisors, 35 Intake Specialists, 2 Social Services Aides and occasional student interns. In addition, this position may provide secretarial support for other departments as needed.
• This position reports directly to the Administrative Officer in the Intake program. This position requires the application of initiative and independent judgment involving the handling of multiple types of complex and confidential material under very limited time frames. Must maintain confidentiality regarding all work-related activity.

Duties & Responsibilities

• Enters, retrieves, searches, verifies and updates client data and client events through the Child Accounting and Profile System (CAPS) on a daily basis.
• Searches, verifies, assigns and clears MCI (Master Client Index) number to each child referred to the Agency via the Pennsylvania Department of Human Services clearance system. MCI number needs to be re-cleared at the time of any new investigation/assessment. MCI number entered into CAPS as well as the agencies involved with reference to that child. Accuracy is needed to not duplicate numbers/children per DHS clearance process.
• Searches, retrieves, verifies, enters and updates Child Protective Service Law (CPSL) data on a daily basis. Maintains data in the ChildLine Abuse Log (Excel spreadsheet) in accordance with Department of Human Services (DHS) Regulations regarding CPSL data and CAPS policies. Continually updates the spreadsheet to meet the needs of the Intake Department. Type Initial letters and mail letters per Supervisor requests.
• Scans documents into Traverse program.
• Reviews and verifies the accuracy of Request for Service (RFS) forms completed by Intake Specialists. Secures correct information from the Intake Specialists as needed.
• Searches, retrieves and verifies criminal history information found in the Commonwealth Law Enforcement Automated Network (CLEAN). Independent decision making regarding the appropriate query to be utilized to gather all criminal information. Prints rap sheets when applicable, determines the appropriateness of the information to create summary of charges and upload into CAPS program. Adheres to/complies with the policies and procedures in accordance with Pennsylvania State Police. Maintains CLEAN log for audit purposes. Maintains required clearances to use the CLEAN system via bi-annual testing and re-certification.
• Reviews, verifies accuracy, and mails all required CPSL case-related documentation, to include Initial letters, Supplemental Reports (CY49), and Law Enforcement Referrals (CY104’s). Makes copies and files as needed. Ensures compliance with laws and regulations governing the CPSL.Maintains spreadsheet on a daily basis.
• Faxes copies of the CY104 to the Child Advocacy Center and Law Enforcement Agencies that have jurisdiction over specific reports of abuse. Creates a separate, confidential file for children reported for child abuse, maintaining compliance with CPSL laws and regulations.
• Maintains Fostering Connections spreadsheet. Sends letters to potential foster placements.
• Independently identifies, locates and destroys CPSL files, which must be expunged to maintain compliance with CPSL laws and regulations.
• Types correspondence and other related information from written material or from verbal instruction.
• Maintains records of all families referred for evaluation of child abuse, neglect and/or dependency, in compliance with DHS regulations.
• Copies, collates, mails, faxes and distributes materials.
• Meets with the Administrative Officer bi-weekly or as needed basis to review workload, receive training, information and clarification regarding program-related needs and procedures. Provides feedback and frequently recommends system changes.
• In absence of Administrative Officer: completes off shift photos – prints, saves into ChildLine folder, and uploads into CAPS.
• Evaluates and makes independent decisions regarding work, priorities on a daily basis.
• Recommends changes in forms, data entry procedures, or other system changes to prevent inaccuracies in database.
• Performs other duties as assigned.

Minimum Requirements

• Minimum of 6 months as a Clerk Typist II
• High School Diploma or GED with Business Curriculum, and 1 year General Clerical Experience

Supervision Received

• Work is performed under the general supervision of the Administrative Officer. Work is performed in accordance with established regulations, policies and procedures.

Conditions Of Employment

• Required to provide and are subject to Pennsylvania criminal and child abuse clearances and FBI fingerprint clearance prior to the start of employment.

Equal Employment Opportunity Policy

Erie County provides equal employment opportunities to all employees and applicants for employment, prohibits discrimination or harassment of any type on the basis of race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

Erie County Government values the power of diversity in our workforce. Our goal is to continue developing inclusive workforce policies that require individual equality, support the diversity of employee experiences, and include unique perspectives.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.