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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00013897 |
Description Activated On: 8/19/2026 12:09:53 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 and accountable for performing moderately complex clerical support work, which requires the utilization of clerical and advanced typing skills. |
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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. Establishes initial agency contact with clients, recipients and the general public gathering and recording messages; forwarding information verbally and in writing to workers; rectifying scheduling problems with the supervisor; seating the public, in order to establish a smooth transition from initial contact through the completion of the individual’s business. Registers applications for waiting and walk-in clients. Operates personal computer by performing file clearance for all applicants and household members. Enters application and individuals in AP database. Processes case registration from information furnished on application after checking completeness of application and when applicable processes rejections. Completes data entry functions such as case maintenance, county OTIs, narratives, individual demographic changes, nursing home, child welfare and blind pension. Data enters LIHEAP regular and crisis applications. Completes inquiry transactions, analyzing results; recording and alerting IMCW of discrepancies or information required to complete clerical process. Data entries to emergency fund checks, faxes, envelopes, labels. Composes standardized business letters and correspondence checking for accuracy of punctuation, grammar, and spelling. Files, pulls, and purges records and material--energy, inactive, and reserve records. Prepares folders for new case records. Sorts work received and establishes work plan to meet all schedules and deadlines. Distributes completed work to appropriate individuals. Interprets and reviews instructions from IMCW and Supervisor. Maintains control document logs. Interprets manual material. Scans, ID's correspondences, LIHEAP, etc., attaching to proper case record/client. Opens, date stamps, file clears and pends all applications received daily. Functions as AWS (Administrative Work Station) Operator who is responsible for the issuance and re-issuance of the PENNSYLVANIA ACCESS CARDS for primary, secondary, and Authorized representatives, benefits holds, and benefits conversions for recipients who move to a Non-Quest state. Performs inquiries into the EBT database to analyze and interpret accounts for IMCW staff. Maintains daily maintenance of EBT equipment such as replenishing cards. Performs ARRC duties, which includes typing and processing of the 189s, PA76, PA78, and 83Z. Processes reimbursement forms, which includes 173-S, 176-K, & 176-KM. Answers telephones, directing clients with questions or crisis situations to the correct party for quick resolution. Takes messages from numerous auto attendants and notifies workers to ensure timely benefits for cash/medical/food stamps & LIHEAP. Serves as receptionist and phone operator at regularly appointed times. Greets individuals visiting the office and directs to appropriate person for service. Has knowledge of community services outside the agency and provides information to clients. Processes applications received at the front desk and routes them to the appropriate caseworker. Directs phone calls to the proper person. Takes messages and delivers them to the appropriate employee as needed. Files records and shreds purged information as needed. Performs related work, as required. ESSENTIAL JOB 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. Directs clients to proper contacts. Determines urgency and/or problems and who must handle them. Screens and refers calls to the proper person. Prioritizes work assignments on a daily basis or as directed by supervisor. Determines when to seek supervisor’s assistance. |
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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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