|
Commonwealth of Pennsylvania |
|
|
POSITION DESCRIPTION FOR JOB POSTING |
|
|
Position Number: 00021841 |
Description Activated On: 2/25/2026 10:42:17 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. To provide clerical support for all DHS programs administrations through this office. |
|
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. In a timely manner, and in accordance with procedures, identify/clear and register applications received, either via of on-site, mail, or electronically generated by individuals or other providers. Complete the necessary Application Processing (AP) screens; provide necessary printouts; pull existing case record or establish new record as necessary; route applicants to appropriate persons according to activity; access appropriate Case Initiation (CI) screens to complete the application process. Process case transactions through clerical wrap or stand-alone method. Accessing appropriate menus will allow data entry of transactions such as: non-recurring one time issuances (OTI’s); check replacements; benefit holds; benefit reconciliation activity; update of payment names, addresses, individual names, dates of birth, social security numbers, and alternate payment names; case narrative; budget changes; recurring benefit changes, changes to Buy-In. As necessary, case system data is accessed to check accuracy of information. Types and controls requests for verification of applicant/client financial, employment, and life insurance information as requested. Type letters, memos, inter-office forms, and envelopes. Types and submits reimbursement referral forms (FAIR 173-S); burial request invoices (PA 118); medical evaluation/authorization forms (MA 51/PA 48). Submit the following to the appropriate agency/office; overpayment referral forms (FAIR 189); delayed UC check forms (PW 176U); CHIP packets. Access MAPPER to process different reports. Process overpayment referrals by accessing ARRC system and completing appropriate screens. Process petty cash vouchers for replenishment of the fund; prepare check; data enter non-client check information in APPMAP. Data entry from "Project/Activity Tracking" (PA 782) form generated from caseworkers, updating existing open plans and opening new plans. Data enter project hours/activity codes from turnaround 782's. As requested, type and issue-controlled documents for client benefits such as county disbursement checks, temporary Access cards, Medical Assistance Vouchers; log on appropriate controlled document log; ensure timely distribution of these documents. Upon preparing case records for inter-county transfer, for review by Quality Control, or to be filed in closed files, verification documents are being scanned and imaged to the case record electronically. Incoming verification via U.S. mail is being scanned and imaged upon receipt. Using the Electronic Benefit Transactions (EBT) Administrative Workstation, issue ACCESS cards and performs necessary inquiries as requested; record issuance on log; perform benefit hold transactions; resolve problems encountered when error messages are received; maintain EBT printer by changing ribbons as necessary. Maintain photocopiers by changing toner/developer as necessary. Process incoming mail as assigned; identify and route to appropriate persons. Prepare outgoing mail; process through mailing machine; as necessary, request postage through postage-by-phone method. Pickup and deliver mail to the local U.S. Post Office. Delivers Voter Registration forms to the local Voters Registration Office. Operates FAX machine as necessary. Transfer case record material as requested by other CAO's; request case material from other CAO's and process when received. File material in case records and files; purge files and case records of outdate materials. As receptionist, greet all persons coming to the office in a professional and respectful manner; keep a log of all visitors and promptly notify appropriate staff. In a timely manner, and in accordance with procedures; identify/clear and register applications received; complete the necessary Application Processing (AP)screens; provide necessary printouts; pull existing case record or establish new record as necessary; route to appropriate person. Operate tone commanders consisting of multiple lines; answer general telephone inquiries; screen phone calls; take and deliver messages on a timely basis; refer calls to appropriate person/designated substitute in accordance with local procedures. Change messages on the auto attendant phone system, as necessary, in regard to paid office closings, holidays and vital processing dates. Remove messages from voice mail box and relay to appropriate person. Scan and attach verification documents handed in by clients at the front desk (upon completion of the scanning, return forms to the client). Compile benefit information/application packets; forward information as requested by perspective applicants. Maintain close working relationship and open communication with the facilitator to ensure smooth and efficient operations. Responsible for performing specialized duties that are not on-going but serious and necessary in regard to timing and accuracy. Accesses the state Intranet system for Policy and Procedure Handbooks and their changes. Attend meetings, conferences, and training as necessary. In personally conducting yourself and performing your work, you are to follow department and local established processes, rules and regulations being sure to treat all persons with dignity and respect and to serve all persons in a non-discriminatory manner. Information about a client's specific circumstances is to be held in confidence and is only to be shared with others in a need-to-know basis and only in accordance with department policy on confidentiality. All work and activities are to be performed in a safe manner aimed at preventing accidents and/or injuries. Seat belts must be worn at all times when traveling for official state business, whether in daily or overnight travel assignment. All observed unsafe conditions are to immediately be reported to your supervisor. Performs related work, as required. |
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. Decisions are made in keeping within DHS and office policies and procedures. Unusual situations are brought to the attention of the clerical supervisor, clerical lead worker, or in their absence, any other supervisor. |
||||||||||||||||||||
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. |
||||||||||||||||||||
Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
|