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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00021760 |
Description Activated On: 9/8/2026 2:33:17 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. This position is responsible for a variety of administrative functions in the Beaver County Assistance Office. Assignments require detailed knowledge of the functions, procedures and organization of the Agencies in accordance with departmental regulations, policies and procedures. Employee carries out the following duties under the direct supervision of the Executive Director - Income Maintenance Administrator 3. |
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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 the overall direction of the clerical staff and its operation. Responsible for administration, implementation and coordinator of intra and inter-agency clerical procedures, files and mechanics. On own initiative, and in consultation with Agency Administrators, plans the work priorities and methods for accomplishing tasks. Reviews and recommends changes in assignments and coordination of the work of the clerical staff. Acts as reviewing officer for clerical support personnel. Completes employee performance review for assigned staff. Meets with the Executive Director for instituting programs, or program changes, for office-wide discussion, clarification and decision-making regarding problems, clarification and interpretation of procedures for purposes of uniformity and an update of the status of projects, assignments and clerical operations. Analyzes policy and procedure changes to determine clerical and/or county activity necessary to comply with mandate as given. Participates in Administrative planning and decisions to develop county procedures in relation to the Clerical Department. Attends local, area and statewide meetings, as required. Audits cash book records and reports against the Emergency Fund. Monitors the CAO Emergency Fund County Disbursement Pick-up System for smooth flow. Oversees the accounting of County Disbursement authorizations, check and bank deposit accounts. Liaison with local banks for resolution of account discrepancies. Maintains liaison with Comptroller's Office for policy implementation on changes related to the County Disbursement Fund procedures. Provides interface between IMC and support functions by acting as a liaison between Managers, Administration, Supervisors and Clerical to determine County procedure for workflow and form completion. Is PC/laptop operations control point. Conducts training for Clerical Supervisor and/or Clerk Assistant 2 personnel on new procedures, basic PC training, mail and other clerical duties. Heads clerical team for cross-training of personnel. Receives reports from Central Office (Client Information System); analyzes and distributes these for IM Staff distribution. Analyzes program changes and reports for smooth workflow and dissemination to staff. ADDITIONAL ADMINISTRATIVE RESPONSIBILITIES: Control Documents: 1. Is issuing officer and maintains control logs for EBT (Electronic Benefit Transfer) cards, 2SP’s (FS ID), PA 5A (Medical cards) and County Disbursement checks. 2. Is responsible for security of all controlled documents and supply maintenance. 3. Compiles and submits report on controlled documents (PW-28). Management of Space: 1. Manages location of work area and units for CAO operations. Any changes needed are addressed and dealt with accordingly. 2. Is responsible for location of PCs/laptops and other office machinery and equipment in operation. 3. Is responsible for all equipment maintenance agreements. Is liaison with contractors to ensure that all equipment is functional. Equipment: 1. Telecommunications Officer (TMO). Deals with telecommunication staff in Harrisburg regarding changes, or additions in service or completing telecommunication forms to Harrisburg (522). Ordering phones; maintaining proper supply on-hand, according to contract or warranty. Coordinating through Phone Company for new systems. Use of APPMAP programs for telephone line inventory update and word document for call pick-up groups. Also, review of all phone bills as they come in for payment service use every month. Receives new information on new procedures for CAO and disseminates to staff through memos, e-mail, etc. 2. Serves as Terminal Security Administrator to assure assignment and transaction categories conform to SEIU/AFSCME duties via PA-516. 3. Transfers records/Q-CIES, etc. Procurement including equipment, supplies and storekeeping activities: 1. Maintains APR files and initiates APR's as needed. 2. Maintains inventory control of all equipment. 3. Maintains Postage Account and US Mail Service Correspondence: 1. Maintains log on Restricted MA Services and Reinstatement Services for clients and distributes to appropriate staff for completion. 2. Receives Tipline complaints. 3. Receives Administrative mail and handles all confidential correspondence. 4. Receives complaint letters and telephone calls from State Representatives and Senators on behalf of constituents. Maintains a log of complaints and ensures responses are done timely to maintain a good rapport. Liaison: 1.Maintains open communication with all banks in order to resolve problems related to Electronic Benefit System. 2. Maintains open communication with the building landlords in order to resolve any issues that arise. 3. Maintains open communication with System Support and CAO staff Prepares and implements recommendations on new, or change of, procedures that may impact clerical operations and/or total operations: 1. Recommends and implements procedural changes to County policy. 2. Monitors workflow by reassigning clerical workers to complement workflow. Discussions held with clerical supervisor on impact of change. Personnel: 1. Updates position descriptions as needed. 2. Reviewing performance evaluations and standards for compliance in, or to improve, quality and reduce errors via the clerical function. 3. Ensures clerical position descriptions are updated yearly 5. Ensures bulletin boards are up to date with Personnel related information. 6. Updates Organization Chart and phone list Reports: 1. Prepares detailed & Comprehensive Reports with minimal information using independent judgment to outline information in an easily readable format. 2. Reviews multiple-page documents and independently converts them into 1 page for ease of reading. Budget: 1. Makes any budget adjustments as necessary for fiscal year. 2. Processes end-of-year encumbrance forms with required information on individual field purchase orders to determine when the monies should be held over. Monitors expenditures to be sure all costs are charged appropriately. Any discrepancies are brought to the attention of Division of Program Support for correction. 3. Monitors VISA expenditures through bank statements. Prepares VISA log for all expenditures for Clearfield CAO and Cameron CAO. 4. Controls 1710’s and submits monthly reconciliation reports to procurement and area manager. 5. Responds to audit requests on VISA account as made by Treasury. 6. Reconciles VISA log with bank statement monthly. Makes budget adjustments according to SAP postings. Safety Committee: 1. Is member of safety committee 2. Implements changes in areas of responsibility with regard to safety issues. Service Contracts: 1. Reviews office service contracts to verify services are being provided to compliance 2. Pays invoices. 3. Reviews charges against encumbrances. 4. Maintains control of termination dates of service contracts to ensure paperwork is submitted timely for new and renewed contracts. 5. Prepares new contract proposals for bid, writes specifications, meet with prospective bidders to discuss needs. 6. Processes bidding package, complete with Union compliance Labor/Management: 1. Contributes to discussion at Step 1 grievance meetings. 2. Attends and contributes to WJAC hearings. 3. Attends and contributes to Joint State Committees. 4. Attends Labor Relations meetings as needed/scheduled. Training: 1. Attends all trainings and conferences as required. 2. Completes all trainings as required through LSO or Webinars. Other related duties, as required. ESSENTIAL FUNCTIONS: • Frequently moves throughout an office to perform daily job functions. • Frequently files and transports files, work documents, etc., around the office. • Constantly comprehends, interprets, and applies departmental policies, procedures and regulations with regard to county budget, EFAA account, postage meter account, VISA account. Ensures replenishments of accounts as necessary. • 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 objectively with the landlord, staff, clients, or the general public and establishes and maintains an effective working relationship with other administrative officials. • Constantly uses computer applications to compose written correspondence to verify and/or request information by utilizing forms, memos, emails, narratives, etc. • Constantly communicates verbally with landlord, staff, clients, and public via telephone, interactive interview, one to one, etc. • Frequently reviews, gathers, assembles, and evaluates information via telephone, mail and/or in face-to-face meetings and organizes data for presentations, reports and correspondence for use as a basis for executive action. Constantly interprets written and verbal instruction to complete job tasks. • Frequently communicates and provides information to landlord, board, staff, clients and the public through means of a personal computer device. • Frequently learns job related materials through various teaching methods then implements training needs to staff. • 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 develops goals and objectives for clerical support units as well as prioritizing and assigning work through supervisory staff. Reviews and resolves work problems when they exist. • Constantly supervises clerical supervisors each of who are responsible for a clerical unit providing support functions. • Frequently-constantly, sitting on an adjustable chair for extended periods of time; may stand as desired. • Constantly plans and directs overall functions of the clerical section. • Frequently prepares written communication by completing letters, memos, job description, performance evaluation, etc. • Frequently develops audit and evaluate, administrative and operational procedures regarding technical and clerical operations. • Constantly coordinates special projects and reports. • Frequently performs basic arithmetic calculations to monitor emergency fund, transportation reimbursement and postal stamp fund. • Frequently travels to various offices by using public/private transportation as well as ambulate throughout the office in order to perform daily job functions. 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. |
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. -Plans, organizes, directs and evaluates work within the clerical department. -Analyzes policies and procedure in conjunction with the management staff and coordinates implementation within offices. -Reviews and approves ordering and purchasing of all office supplies. -Determines if contracted services are exempt or nonexempt and take appropriate action. -Acts as liaison with office landlords and resolves leasing problems. -Makes decisions regarding HR issues within the clerical department. -Establishes goals and priorities in conjunction with overall agency goals. -Ensures that workload is equitably distributed and is assigned properly. -Resolves problems with eCIS database. -Approves leave within office guidelines. -Completes EPRs in accordance with DHS procedures. |
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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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