|
Commonwealth of Pennsylvania |
|
|
POSITION DESCRIPTION FOR JOB POSTING |
|
|
Position Number: 00030874 |
Description Activated On: 11/24/2025 1:32:17 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. Responsible and accountable for performing moderately complex clerical work which requires the processing of a variety of documents. The following job tasks are carried out within the Management Support Services Department of the Philadelphia County Assistance Office under the general supervision of a Clerical Supervisor 1. |
|
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. Performs receptionist duties by utilizing inter-personal skills to determine customer needs, resolves problems, answers customers questions in person and/or by telephone, provides general information. Places and receives telephone calls, screens telephone calls for Director/Office Managers, compiles information, provides assistance or routes caller(s) to appropriate person. Prepares reports and general correspondence, initiates correspondence on routine matters, establishes and maintains suspense system for requisitions, invoices, reports and correspondence. Operates general office equipment such as the fax machine, personal computer, photo copiers and shredder. Interprets and edits assigned materials, completes as directed and proofreads finished materials for accuracy. Responsible for independently utilizing problem-solving techniques in order to resolve, assist and address issues that arise. Follows oral and written instructions; interprets work assignments and provides assistance as required. Performs filing duties by organizing, setting up a file system, determining office needs, purging files and maintaining file system. Distributes messages to the district office Clerks when necessary; operates photocopy machine; maintains a sufficient supply of copier paper at each copier machine and distributes copied material; and operates paper shredder to shred confidential information. Responsible for receiving, inspecting, sorting, and distributing supplies and equipment. Pulls closed case records for storage by sorting and inserting materials alphabetically and numerically packs and labels for shipment; and performs courier services when required. Prepares purchase orders for supplies, forms and equipment; calculates costs and the total items ordered; maintains cost and distribution records, posts, enters and transfers inventory. To purchase documents, the employee must refer to catalogs, state contracts and other sources to obtain prices, specifications and other related information; arranges emergency services such as safe combination changes, lock repairs, etc.; prepares PW 1710 (Invoice for repairs to office equipment); prepares encumbrance reports; and responds to invoice inquiries and makes resolution. Input request for service purchase contracts through EBPRO, completes good receipt for annual service fees on leased equipment. Inspects orders upon receipt against packaging list and original order; accepts or rejects goods. Develops and maintains efficient storage methods. Distributes manual materials and maintains master file copies. Maintains a clean, orderly, safe and efficient storage area for supplies and equipment. Monitors inventory and usage of supplies to avoid overstocking items; returns overstocked supplies and damaged equipment to Office of Management Supports; posts incoming and outgoing stocks; initiates requisitions for replenishment of stock. Responsible for stamping postage and pre-sorting outgoing mail; affix transmittals and stuff envelopes when necessary. Receives, gathers and sorts manual material, mail and office supplies, collects and distributes Harrisburg messenger mail, U. S. mail and parcel deliveries. Researches mail that has incomplete or illegible addresses, makes copies of original documents. Operates and maintains postage meter machines and postal scales; adjusts postage machine and scales; maintains daily record of postal costs and the amount of mail processed; replenishes postage meter at U. S. Post Office and performs equipment maintenance of an unskilled nature. Records and completes an administrative review of the checks written by each district and the accompanying documents; reviews and processes paid checks received with each blank statement to assure a working balance is available in the Emergency Fund Advancement Account. Responsible for reviewing and reading individual leases in order to find specific information and/or language, that is requested and required from the district offices. Making travel arrangements when necessary, using established guidelines; processing out-of-pocket expenses via the preparation of travel expense vouchers for the department Director/Office Managers. Headquarter staff retrieves daily messages from the Automated Inventory Requisition System (AIRS) and makes printouts for current orders; secures and maintains inventory of computer hardware, peripheral equipment and related parts. OTHER DUTIES: Performs limited semi-skilled duties such as assembling desks, tables, racks, shelves, and partitions; installing bulletin boards and office equipment; assists in servicing and making operating repairs on equipment; secures office equipment by bolts and replaces bolts as necessary. Operates and controls a hand truck dolly; cleans small spills, clears door entrances and dispense rock salt in inclement weather. Operates equipment such as hand truck and power assisted hand trucks which move palletized materials. Assists with the issuance of photo identification cards for Commonwealth employees. Responsible for lifting and moving heavy supplies and/or equipment having awkward shapes; Management Supports distributes to the district offices copies of forms and maintains a master file of these manual forms. Responsible for relocating and providing appropriate assistance with relocating furniture, partitions, workstations and equipment, unloading and delivering supplies to Stock Room and loading/unloading two and one-half ton truck. Receives and distributes manual forms; loads paper, replaces ribbons, cartridges, and adds toner in photocopiers, printers and facsimile machines; physically checks electrical outlets, parallel/serial cables, adapters, data panels, data/voice jacks for secure connections to telephones, computer hardware and peripheral equipment under the supervision of the PC Coordinator; arranges conference rooms as instructed for scheduled meetings; assists headquarter staff and/or vendors to unload office supplies or equipment. Receives, examines and attaches DHS stickers to all office equipment for disbursing to district office/headquarter. Assists Administrative Officer 1 with working with PCAO district offices to organize their stockrooms, reduce overstock and eliminate obsolete forms, pulls closed case records for storage by sorting and inserting materials alphabetically and numerically, as needed; packs and labels for shipment; and performs courier services when required. Assists with deliveries of unusual items not included in the position description of district clerical staff, at the direction of an Administrative Officer 1. Responsible for possessing a valid motor vehicle operator’s license (Class C) and adhering to traffic regulations. Operates motor vehicles and a two and one half-ton truck; maintains vehicular equipment in operating condition. Records daily mileage log, follows established delivery schedules, and performs chauffeur duties in order to pick up and/or deliver county mail, inter-office correspondence, supplies, equipment or staff on daily scheduled trips. Performs other related duties as required. ESSENTIAL JOB FUNCTIONS ADMINISTRATIVE OFFICE/SUPPORTS CLERICAL POSITIONS (Job functions that are necessary to perform with or without reasonable accommodations) 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. Constantly lifting and moving heavy supplies and/or equipment. Possess and maintain valid driver’s license (Class C). Constantly lifting and moving heavy supplies and/or equipment. 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. Employees work with considerable independence within standard operating procedures. Detailed supervisory guidance and review is received for new or unusual situations and changes in operating procedures and policies. Work is reviewed through conferences, examination of reports, statistics and maintenance of case records. |
||||||||||||||||||||
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.
|