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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00015507 |
Description Activated On: 8/27/2026 10:40:24 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 Assistant 2 in the Clerical Hub provides clerical support to the Income Maintenance Caseworker staff in the Department of Human Services and ensures services and programs, administered by the Department of Human Services, are provided in a timely and effective manner while maintaining confidentiality. |
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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. File clears all individuals on each application received by accessing appropriate file clearance screens; resolves all discrepancies in order to complete registration. Completes Application Processing (AP). Data enters any necessary changes and/or corrections. Data enters narrative entries regarding applications; scans and attaches applications and any attachments. Imports compass applications, AP's, scans and assigns them accordingly. Processes incoming and outgoing mail. Receives, opens, date stamps, clears and sorts mail. Carries mail or pushes a mail cart to pick up or distribute mail to designated locations. Scans and attaches mail. Purges files and case records of dated materials. Appropriately file clears, logs and packs case records for off-site storage. Extensive telephone work includes answering general inquiries, providing general information, taking complete messages and directing calls appropriately. Work also includes performing a wide variety of Greeter duties including greeting walk-in clients and visitor traffic, maintaining reception log, utilizing proper inquiry resources, taking verification/information from clients providing receipts, etc. Operates administrative workstation to produce Electronic Benefit Transfer (EBT) cards or operates CAPS machine for client to select PIN numbers. Performs data entry according to instructions provided by IMCWs. Updates cases, budgets, individual client information and issues benefits. Types and/or data enters emergency checks, original and replacement benefit issuances, forms, letters and other items as required. Transfers cases within the office and in and out of the office, including mass transfers as dictated by county equalization. Tracks semi-annual reporting cases based on general instructions received by IMCW staff. Performs mail and/or Greeter duties. Travels to and attends meeting and training sessions as required. Performs other duties as necessary to District Office operations and completes additional duties as assigned by local office management/supervisors. Other duties, appropriate to the Clerical Assistant 2 classification, such as serving as Assistant to an Office Secretary may also be assigned. Essential Functions: Provides clerical support to IMCW staff. Is present at the work site as scheduled to perform assigned duties. Serves as unit clerk for Intake or Continuing Eligibility units. Processes benefits for all programs. Maintains client confidentiality. Serves as Greeter Greets and obtains information from visitors and clients to the office; maintains a reception log and assures that all visitors and clients are seen by a staff person. Communicates effectively via telephone and in face-to-face conversation to convey and obtain information. Effectively communicates with other offices and staff to convey or obtain information. Interacts objectively and in a business-like manner with a wide variety of people. Operates PC and other office equipment including typewriter, copy machine, scanner, FAX, EBT equipment, shredder, etc. Uses PC for data entry and inquiry based on instructions prepared by IMCW staff. Transfers information by completing forms and entering data. Proofreads typed materials for accuracy. Prepares and ensures safekeeping of controlled documents. Learns and applies job related information. ADA 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. This position will remain static in the Alle-Kiski District Office as part of the Allegheny Clerical Hub. This position will not be eligible for equalization. |
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. Prioritizes assigned work. Meets established deadlines in a timely manner. Accurately completes all data entry as instructed. Maintains confidentiality/HIPPA regulations. Maintains excellence in service. Acts as support for IMCW/other staff members. Consults with supervisor when necessary in making complex decisions. |
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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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