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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00000394 |
Description Activated On: 8/13/2025 9:17:39 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. Under the direct supervision of the Assistant District Administrator and/or the District Administrator, this position provides clerical and office support to staff within the District Office to ensure its operations are conducted efficiently and effectively. |
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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. Provides direct clerical support for Vocational Rehabilitation Counselors. Transcribes taped dictation, written notes, and draft correspondence from assigned counselors, checking for neatness and accuracy. Files information as per case filing system instructions in participant’s case file. Accesses and updates participant records using a web-based application. Enters and maintains referral information in CWDS. Enters base record information directly into CWDS by personal or phone contact with potential participants. Generates the automated mailing of the Participant ID letter for new participants, based on the base record information entered. Generates correspondence as needed within CWDS and creates specialized correspondence as needed for participant accommodations. At the direction of case manager, enters case notes into CWDS in a timely manner so they can be viewed/shared. At the direction of case manager, enters cost service information into a service authorization through CWDS. Reviews and customizes online letter used to inform participants about services authorized. Accesses open encumbrances online. Views invoices and reimbursements online and cancels if necessary. Enters information into the online service authorization as to what customer equipment needs to be tagged. Completes all applicable customer information and enters handwritten or dictated case information into CWDS on behalf of all case management or management staff to complete and maintain the electronic case file, including but not limited to: service authorizations, medical claims, assigning/unassigning case managers, job coaching forms, IPEs, and closure data. Generates reports from a standardized list of parameterized reports which exist in CWDS and are available on demand. Has a clear understanding of all OVR forms, their function, use, and information required for completion. Operates a personal computer, copy machine, fax, scanner, and other office equipment. Assists assigned counselors in the performance of their duties while they are in the office. Mails correspondence, forms, etc. to participants and files information in participant case records. Completes processing of case closures and files records in closed files. In the absence of other clerical staff, provides clerical backup as needed, including answering the telephone and/or filling in for receptionist as needed. Prepares and submits expenses reports for assigned counselors in the ESS system. Attends meetings regarding any changes in clerical procedures. Performs other duties as assigned. |
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. Transcribes taped dictation, written notes and draft correspondence independently but in accordance with dictation instructions provided by assigned counselors. Prepares counselors’ travel expenses reports with review by supervisory staff or management. Types counselors’ taped dictation, handwritten notes, and draft correspondence, and inputs data as necessary into CWDS. Signs correspondence for staff following transcription of document. |
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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. 5. 6. |
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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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