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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00000584 |
Description Activated On: 2/4/2026 10:32:55 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. The Clerical Supervisor is responsible for supervising and training the clerical unit consisting of Clerical Assistant 2s that perform a wide variety of agency functions, as well as additional seasonal LIHEAP Clerical Assistant 2s. The employee is under the direct supervision of the Administrative Officer 1. |
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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. Supervises Clerical Assistant 2s and additional seasonal LIHEAP Clerical Assistant 2s engaged in multiple office activities. Knowledgeable of all facets of clerical operations. Assigns and/or reassigns work to meet agency objectives. Maintains control for completion of work. Monitors and reviews files, forms, reports, and other documents prepared by subordinates for completeness, accuracy, and timeliness. Receives, reviews, and approves/denies leave requests for unit workers, ensuring sufficient staffing for the efficient operations of the unit. Monitors employees’ e-mails and internet usage and addresses inappropriate use. Provides instruction, training, and tools where necessary to improve and upgrade the abilities of workers to perform assignments. Trains new employees to ensure development and correct procedures are followed. Communicates effectively through individual conferences and unit meetings to review new policy and procedures; reinforce existing policy and practices, discuss work issues, provide information and allow for feedback. Maintains conference notes, notes on discussions, counseling notes, etc., in a supervisory file in order to compete reflective and substantive employee performance reviews on a semi-annual and annual schedule, as well as assuring proper classifications are maintained. Prepares position descriptions for each subordinate and reviews these regularly to ensure each worker is aware of his/her job assignment and work expectations. Monitors Dashboards of Clerical staff to ensure applications are processed completely and timely. Analyzes errors and trends through various reviews and audits and participates in the Corrective Action Team. Lends an occasional hand in completion of work assignments as situations arise. Acts as issuing officer and custodian of the County Assistance Office Advancement Account (CAOAA) which involves procurement and distribution of monies for disbursement of check. Responsible for the county Petty Cash Funds. Reviews and signs controlled documents. Maintains and controls logs, records, and schedules of controlled documents. Reviews and directs incoming mail for the Executive Director. Responds to routine correspondence independently and forwards priority mail to the Director immediately. Maintains key pad entrances (including changing entrance codes as required), maintains key holder log and secures all keys, maintaining security system, and remove access to people no longer employed by the agency. Ensures all processes and actions are completed accurately and timely, in coordination with HR personnel, to include familiarity with various source materials, Management Directives, Personnel Rules, EEO Objectives and procedures, Collective Bargaining Agreements, etc. Serves as the Exit Coordinator by ensuring all Commonwealth property, including keys and access cards are returned. Ensures safety of the building by opening and/or closing the building. Assists with the selection of clerical personnel to fill vacant positions by serving on the interview panel. Administers disciplinary actions as necessary. Attends and participates in conferences and group meetings with the Executive Director as needed. Attends and participates in staff meetings and trainings. Some degree of travel may apply. Performs other tasks and duties as requested by management. ESSENTIAL FUNCTIONS: Frequently moves throughout an office to perform daily job functions. Frequently files and transports files, work documents, etc., around the office. Constantly operates various types of office equipment such as, but not limited to; personal computers, copy machines, fax machines, data entry devices, scanners, carts, etc. Constantly interacts with people while frequently simultaneously utilizing various computer applications. Constantly uses computer applications to generate written communication by utilizing forms, memos, emails, narratives, etc. Constantly communicates verbally with staff, clients, and public via telephone, interactive interview, one to one, etc. Frequently-constantly prepares, explains, instructs, and trains staff in processing methods and procedures which also includes the ability to develop and set-up said procedures. Constantly comprehends, select, interprets, and applies policies, procedures and regulations pertaining to income maintenance programs in a fast paced environment. Occasionally-frequently gathers, assembles, and evaluates information via telephone, mail and/or in face-to-face meetings. Constantly interprets written and verbal instruction to complete job tasks. Constantly interprets and applies OIM and clerical support policies, procedures and regulations. Frequently retrieves and provides information to staff, clients and the public using an alpha/numeric keyboard and monitor. Frequently learn job related materials through various teaching methods. Constantly interacts objectively and with sensitivity to co-workers, applicants and customers in stressful or difficult situations. Frequently maintains control logs, records, schedules, etc. Frequently-constantly, sitting on an adjustable chair for extended periods of time; may stand as desired. Frequently-constantly, sitting on an adjustable chair for extended periods of time; may stand as desired. WORK CONDITIONS Assigned work duties are performed in a controlled office environment. In Counties with District Offices, employees may be reassigned to different work sites due to operational needs. Reassignments will be made in compliance with contract language. |
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. Plans, assigns, distributes, and monitors workload of assigned staff. Coordinates in-house training for Clerical Assistant 2s. Provides well-defined policies, procedures, and responsibilities along with reasonable goals. Consults with immediate supervisor on performance issues and corrective actions. Approves leave within office guidelines. Approves all actions as needed and refers to Manager when additional approval is essential. |
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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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