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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00002891 |
Description Activated On: 1/8/2024 12:59:42 PM |
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. This position is assigned to the clerical support unit at Venango CAO and will perform clerical duties to support the Income Maintenance Programs administered by this Agency. This position will also provide clerical support as the Receptionist and will back up all Clerical Assistant 2. Complete scanning and imaging as required. |
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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. ESSENTIAL DUTIES: This position works in conjunction with IMCW staff and provide multiple types of clerical support to ensure that clients/applications at the County Assistance Office receive appropriate benefits and good customer service. DATA ENTRY: Read, comprehend, and complete data entry transactions, analyzing results to assure all data entry transactions are accepted and to comply with information and instructions received according to DHS and local deadlines. Review and perform clerical request from caseworkers, supervisors, and management staff. Perform file clearance and AP actions accurately and timely. Log applications on appropriate logs and notify appropriate staff. All data entry is typographically and grammatically correct/complete. Complete typing assignments as directed while ensuring accuracy. Photocopy document, forms and other material. Using Image Trust scan documents, forms, applications, verification, identification, return mail, and other materials. Scan information per office policy and deadlines. Place scanned items in Repository and pull out dated scanning and shred daily. MAIL: Process outgoing mail by running correspondence through Postage Machine. Add additional postage when funds are low and complete appropriate form. Maintain usage of Postage Machine by cleaning and adding Sealer when needed. Take outgoing mail and pick up CAO mail at the local Post Office. Process incoming mail by sorting, opening, date stamping, file clearing, scanning and notifying appropriate staff. SUPPLIES: Ensure that sufficient supplies are available to maintain efficient operations within the office. Maintain/monitor stock balance. Notify appropriate staff when supplies are low so they can be ordered. Once delivered check to verify everything was received and put away. COMMUNICATION: Receive, and take messages/requests for information via telephone and verbally from staff members and the public. Advise staff of telephone calls or presence of clients at reception; answer incoming telephone calls at reception; assures walk-in's or telephone inquiries are property routed; determine placement of problem calls or complaints; operate telephone system that includes paging feature. Communicate effectively via telephone and in face-to-face conversations to convey and obtain information. Retrieve messages from the cluster/voice mail boxes and give/forward to the appropriate staff. Maintain good communication among Clerical, IMCW, Supervisors, and Management Staff. Maintain client confidentiality. Attend unit and staff meetings, trainings as scheduled. RECEPTIONIST: Assist with walk in clients answer generic questions, or direct them to appropriate staff, other agencies, gather applications, verification, or documentation then file clear. process, and scan to appropriate case record and notify staff. Maintain knowledge of absences for correct handling of clients, calls and applications. Make Local EBT cards, hand out payment cards, encouraging compass to clients, give clients forms, correspondence prepared by IM Caseworker while verifying identification, completing appropriate logs. Answer incoming phone calls assist client with generic questions or direct them to appropriate staff. Use paging system when needed. ELECTRONIC WORK ITEM Mailbox: Complete work items requests and notify appropriate staff when completed. VENANGO CAO MAILBOX: File clear and forward email to appropriate staff. Process Inter County Transfers and Applications. Electronic date stamp and scan documentation, verification, forms and other materials in Image Trust and notify appropriate staff. FAX MAILBOX: File clear and scan documentation, verification, forms, and other materials in Image Trust and notify appropriate staff. COMPLETION OF DOCUMENTS: Interpret instructions received calculate data required, complete necessary forms and transfer written or verbal information onto form(s), in order to comply with procedures/policies and established deadlines. Complete logs and proofreads typed materials. J-NET VERIFICATIONS: Assist with verification process (identity and citizenship) by processing forms and usage of JNET. EBT: Using the Xerox (EPPIC) system make local and central EBT cards for eligible clients, check client balances and transaction activity. Data enter information into the EBT Tracking Database by using the appropriate logs. Maintain usage of EBT Printer Machine by cleaning (using cleaning card) and replace ribbon when needed. HEARING AND APPEAL: Pull list of schedule Hearings on a weekly basis from MAPPER and send to appropriate staff. Copy Hearing and Appeal Summaries, exhibits, and mail to appropriate appellant, representative, judge and staff. GENERAL CLERICAL SUPPORT: Provide clerical support to the Income Maintenance Caseworker’s. Process county disbursement checks using SAP system. Print county check by using Check Printer Machine. Obtain appropriate signatures, scan form and mail check to client. Process departmental forms/transmittals/reports as required. Complete any Inter County transfers. Provide LIHEAP support. Will be responsible to perform any other clerical duties deemed necessary. Will cover work duties in absence of other clerical staff member. Will be back up to all Clerical Assistant 2. Will assist/provide clerical support to other CAO's in the Commonwealth when needed. Travel to designated training/meeting sites as needed TIME AND ATTENDANCE: Be on time and at workstation promptly. Arrange anticipated time off with supervisor. Take breaks timely and return timely. ESSENTIAL JOB FUNCTIONS CLERICAL POSITIONS • Frequently moves throughout an office to perform daily job functions. • Frequently files and transports files, work documents, etc., throughout the work site. • Constantly operates various types of office equipment such as; but not limited to, personal computers, copy machines, fax machines, data entry devices, scanners, carts, telephones, calculators, etc. • Constantly interacts with employees, customers and management 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. • Constantly gathers, assembles and evaluates information provided via telephone, mail and/or face-to-face. • Constantly interprets written and verbal instruction to complete job tasks. • Constantly interprets and applies OIM and clerical support policies, procedures and regulations. • Frequently learn job related materials through various media and teaching methods. • Constantly interact objectively and with sensitivity to employees, applicants, customers, management in stressful or difficult situations. • Maintains and posts control logs, records, schedules, etc. • Frequently-constantly, sitting on an adjustable chair for extended periods of time; may stand as desired. WORK CONDITIONS • Assigned 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. OFFICE MACHINES: Operates personal computer, typewriter, switchboard phones, photocopier, EBT equipment, fax machine, postage machine, printers and scanners using knowledge obtained thru training. |
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. Work is primarily self-generating. Clerical meetings held to discuss policy and procedure, clerical problems and issues. Special assignments are made as needed with discussion of purpose and methods. Supervisor makes spot checks of routine work, special assignments may be reviewed on completion or only if problems develop. New procedures are explained by immediate supervisor. Must deal in a professional manner with incoming public and staff. |
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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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