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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00009545 |
Description Activated On: 2/18/2025 9:38:59 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. Employee occupying this position serves as the full-time receptionist and is responsible for performing a wide variety of clerical tasks which require the utilization of typing skills; the ability to analyze data, facts, rules, and procedures; the processing of various documents; the operation of office equipment for input and inquiry into the many Department of Human Services' programs on various data bases; and contact with and assistance to clients as well as the general public. |
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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. Receptionist duties include: Greets applicants and visitors entering the office, providing information, assisting in preparation of application forms, registers applications in CIS (Client Information System), coordinating appointments, answer incoming calls, determine purpose of callers, and forward calls to appropriate personnel; take and deliver messages or transfer calls to voice mail when appropriate personnel are not available, and promptly routing all individuals to the appropriate contact person. Scanning & Imaging: Scans documents using a dedicated scanner and/or a multiple fuction device (MFD) to capture and categorize electronic images. Issues client receipts when necessary. Modifies electronic image sets using a computer terminal ensuring the electronic image is transposed to an electronic document, attached to the appropriate individual, and the correct personnel are notified. Clean each multiple function device and dedicated scanner according to the manufacturer's instructions. Reviews data entry documents, records and related instructions to determine completeness, accuracy of information and compliance with rules, regulations, and local procedures established for all DHS benefit programs. Operates PC to input data necessary for issuance of various benefits to clientele served by the Department. Openings, changes, additions, deletions, and closings are input for Cash Assistance, Medical Assistance, Food Stamps, Energy Assistance, Third Party Liability, Monthly Reporting and Work Related Programs. Work is accomplished promptly and according to established priorities so that deadlines are met and benefits are generated on a timely basis. Issues controlled documents such as CAOAA checks, receipts, EBT cards, and temporary medical cards. Other work may include: Collecting, sorting, and inserting material in files and filing, retrieving, and routing case records. Receiving, sorting, clearing, distributing incoming and internal mail, and collecting, preparing, and sending outgoing mail to include operation of the postage machine and scale. Maintaining the stockroom which includes ordering through a procurement system and maintaining an adequate supply of forms and commodities used by the office. Maintaining a control point for processing overpayments and forms received from subsidized housing authorities. Performs other clerical duties as required. ESSENTIAL FUNCTIONS: •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. |
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. My work is primarily self-generating. I schedule my work based upon program guidelines and deadlines. I must deal in a professional manner with other staff. I have supervisory intervention only when necessary. |
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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. N/A 5. N/A 6. N/A |
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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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