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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00013566 |
Description Activated On: 3/12/2026 3:55:17 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. The employee occupying this position is responsible for supervising a small clerical unit assigned to perform moderately complex clerical tasks and operating mailroom equipment. The employee carries out the following job tasks as a Clerical Supervisor 1, County Courier Service Unit, in the Management Support Services Department of the Philadelphia County Assistance Office under the general supervision of the Management Support Services and County Courier Service Manager, an 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. Responsible for directing four (4) Clerical Assistant 2 Couriers. The employee is responsible for: •Assigns work •Explains work methods and procedures •Demonstrates operations of mail and office equipment •Conducts on-site job training •Listens, resolves or processes employees’ complaints or grievances •Maintains leave records and provides employees with time and attendance counseling and completes annual and semi-annual performance evaluations •Directs the gathering, sorting and distribution of the County’s mail •Ensures all mail is manually gathered and sorted; picking up and delivering mail throughout the State Office Building and district offices at the designated time •Collects and distributes internal mail, incoming U. S. postal mail and parcel deliveries •Stamps and presorts outgoing mail •Maintains log of certified mail •Affixes transmittals and stuffing envelopes and researching mail that have incomplete or illegible addresses •Ensures employees are trained to operate and maintain digital mail machine •Performs routine equipment maintenance •Compiles monthly reports on postage usage and costs •Identifies problem areas and develops corrective action •Directs the packing and unpacking of courier boxes •Handles and labels case records and other materials •Loads and unloads mail, equipment, furniture, supplies and disposes of scrap material •Uses hand truck to move palletized materials Acts as the Fleet Dispatcher by performing the following duties: •Ensures keys and fleet charge cards are secured •Ensures vehicles are operating properly through regular maintenance checks •Schedules inspections •Ensures all drivers possess a valid motor vehicle operator license •Maintains a tickler file for license expiration dates •Ensures courier staff adheres to traffic regulations and capable of operating state motor vehicles such as vans, autos and 2 ½ ton truck •Ensures proper vehicle logs are completed properly •Investigates any vehicular accidents and completes necessary reports •Completes required automobile reports on usage for management •Ensures established delivery schedules are followed •Operates motor vehicles and a two and one half-ton truck; maintains vehicular equipment in operating condition. •Records daily mileage log, follows established delivery schedules, and performs chauffeur duties in order to pick up and/or deliver county mail, inter-office correspondence, supplies, equipment or staff on daily scheduled trips when necessary. •Responsible for possessing a valid motor vehicle operator’s license (Class C) and adhering to traffic regulations. •Performs chauffer duties when necessary ESSENTIAL JOB FUNCTIONS CLERICAL SUPERVISOR 1 (Management Support Services, County Courier Service) Job functions that are necessary to perform these duties with or without reasonable accommodation) • 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. 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. ESSENTIAL JOB FUNCTIONS, CLERICAL POSITIONS, CONTINUED ADDITIONAL ESSENTIAL FUNCTIONS FOR 3 LEVEL AND CLERICAL SUPERVISORS • Plans, organizes, delegates and explains work assignments. • Prepares, explains, instructs and trains clerical staff in processing methods and procedures. • Develops and set-up clerical procedures. • Performs lead-work function. • Gathers, analyzes and compiles reports. |
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. Supervision is general, through conferences and review of work performed with specific instructions on special projects, procedural and policy changes, and investigations requiring special handling. General supervision with specific instruction through conferences on individual worker strengths and weaknesses, and review of work and reports completed and records maintenance with specific instructions on policy and procedural changes, investigations and particular projects requiring special handling. |
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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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