Job Description
The incumbent serves as secretary to the Child Protective Services (CPS) Unit and provides administrative assistance routinely to the operating units consisting of Child Protective Services, Family Preservation, and Adult Services. This position requires comprehensive knowledge of the agency’s programs, performing a variety to exercise independent judgement and take action proficiently and timely, while handling stressful situations.
At all times, the incumbent in this position will provide exceptional customer service to both internal and external customers that meets or exceeds the standards set by the Department
Job Duties
CPS Clearances
Perform and process CPS clearances through the Centralized Confidential Database, CJAMS and other databases as requested by CPS, Purchase of Care (POC) workers, Office of Child Care, Adoption and Foster Care agencies, the Courts, Local School System, Camps, and other like agencies upon request, and send out appropriate response letters. Verify that all requests for clearances are procedurally compliant and forms are completed accurately. Organizes, and retrieves case records and other customer documents; adheres to compliance policy and record retention procedure. Maintain a Master clearance log in Excel and CJAMS and contact appropriate agencies for data clarification, when necessary.
Automation
Track and load case activity on CPS cases through, CJAMS, Univerge Blue and Google Spreadsheets. Perform data inquiry and entry affecting entire Social Services Division. Review and compile weekly Data for ACQI reports and ensure compliance. Serve as a back-up for entering referrals into CJAMS for Screening Unit. Monitor expunged Indicated/Unsubstantiated cases from CJAMS on an ongoing basis.
Communication and Organization
Assess, manage, and screen incoming public communication and correspondence inquiries in order to determine whether to answer accordingly or refer the request to the administrator, other agency personnel, or another agency. Handle hostile and resistant clientele in a tactful manner. Have a working knowledge of all Agency functions and operating procedures while executing good inter-personal skills in communicating with the public. Assumes responsibilities of other Services' Division Secretaries in their absence. This demands a working knowledge of all CPS functions and operating procedures while executing good inter-personal skills in communicating with the public.
Types material from draft and/or dictation, correspondence, report forms, case record documentation, manuscripts, local agency forms, agendas, and minutes for agency meetings and inter-agency meetings staffed by the agency. Proofreading and signing routine mail, formatting special log charts, and tables as appropriate.
Participates in staff development trainings and unit activities.
Secure, file, and manage expungement and record retention of Child Protective Services records, Family Preservation Records, and Adult Services Records. Maintain a resource file and provide information and referral services to the public; maintain a master directory of all formatted forms, charts and tables; process out-going mail and distribute in-coming mail to staff, and prepare mail and correspondence including typing and stamping envelopes.
CPS Appeals
Monitor and enter data into Appeals database for tracking purposes of deadlines for unsubstantiated case conferences and appeals hearings for indicated findings. Ensure timely CJAMS entries of appeals deadlines for case closure.
Monitoring and Controlling
Order all necessary supplies for staff within the assigned units. Maintain a control system for completion of task assignments as directed by the supervisor to staff members within the assigned units.
Document Flex Fund expenditures for Services division relative to BG&E accounts and other expenditures as required.
