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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00026316 |
Description Activated On: 9/10/2025 12:08:52 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. Under the direct supervision of a Clerical Supervisor the employee in this position is cross trained to process cash, medical, and food stamp transactions on cases per instructions from Income Maintenance Caseworkers and in accordance with priorities and deadlines as established by the Public Assistance Eligibility Manual and local policies. |
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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. FLOOR WORK: Processes cases through the File Clearance and Application Registration. Mail in, walk in or drop off applications, as well as, importing Compass applications, including FFM Transfers. RECORDS: Performs purging of reserve record material per State Retention of Record Material Guidelines as requested by Clerical Supervisor. Includes combining material with existing Reserve Record. 090 (death files): Filing and preparing for shipment to the State Records center. Filing closed files, as well as, paperwork and returned mail to go in the closed file. FRONT DESK: Perform duties at the reception desk. Greets clients, ascertains reason for office visit and calls workers for appointments. Answers main telephone console, directs phone calls and takes messages. Opens, date stamps and distributes all drop off mail. Daily checks the drop off box outside for any client mail. Updates logs for the next day. Daily scan and attach all SARS received within 24 hours. MAILROOM: Uploads postage onto mail machine when needed, completes appropriate form and forwards to Clerical Supervisor. Handles incoming and outgoing mail, scanning and attaching necessary items, including SARs & PA78s. Also handles incoming and outgoing faxes. Looks up returned mail in CIS. EBT: EBT Card maker, cuts the card using the EBT computer based on the information provided on the 764. Completes necessary logs and obtains necessary signatures. For lost and stolen cards is responsible to get the Exception Log signed by a manager. SPECIALITY: Completes MIPAA requests when received and processes timely. Processes and types checks from the CAOAA Account. Performs related generic job duties of a Clerical Assistant 2 as required and as appropriate to his/her responsibilities. Equipment Used: Personal Computer, Photocopier, Telephone, Fax Machine, Postage Machine, Scanner and Shredder, EBT Card Printer. 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. •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. Work is primarily self-generating. Schedule work based upon program guidelines and deadlines. Must deal in a professional manner with other staff. Supervisory intervention only when necessary. |
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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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