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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00033946 |
Description Activated On: 5/21/2025 1:36:02 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, performs a full range of clerical duties to support the vocational rehabilitation staff to ensure the efficient and effective operations of the Philadelphia District Office. |
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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. Types letters, other correspondence, expense accounts, narrative entries and annual reviews. Types, copies, and mails Individual Plans For Employment, Amendments, purchase orders, etc. to customers and providers. Reviews typed material for accuracy, grammar, and neatness in conformation to accepted format. Assembles and maintains customers’ case files in accordance with accepted format. Inputs and retrieves data from computer. Updates status changes, annual reviews and other information in CWDS (Commonwealth Workforce Development System) when necessary. Accesses, inputs and updates customer records using a web-based application. Enters and maintains referral information in CWDS. Enters base record information directly into CWDS by personal or phone contact with potential customers. Enters detailed record information directly into CWDS by personal or phone contact with potential customers. Generates the automated mailing of the Participant ID letter for new customers, based on the base record information entered. May generate a standard ad hoc report upon completion of the base and detailed record for use as a paper application. Generates correspondence as needed within CWDS and creates specialized correspondence as needed for customer accommodations. Enters handwritten or dictated case information into CWDS on behalf of all counseling or management staff. Answers multi-line console phone. Relays messages, screens, announces or assists callers on routine matters and on occasion, makes calls in counselor’s absence. Requests medical records from doctors and hospitals. May be required to receive OVR customers and visitors coming into the office. Instructs a new customer on the phone and in person, on the procedure to apply for services. Mails/gives customers the OVR Data Application form. Notifies counselors and other staff members that a customer or visitor is waiting. Keeps weekly log of counselors’ daily activity reports along with keeping a daily log of all customers coming to the office, indicating their time of arrival, type of appointments, interviewer and time spent with customer. Assigns counselors to interviewing rooms and keeps records of in and out times per room. Answers reception area console phone (70 lines). Relays messages, screens, announces or assists callers on routine matters and questions regarding OVR and office procedures. Completes activity reports as requested. May complete Status 11 database, logs and letters. Sorts, date stamps, and distributes mail for entire office. Operates general office equipment, including electric typewriter, personal computer, calculator, fax machine, copying machine and postage meter. May assist with maintenance/distribution of office equipment/materials. May assist with organization and maintenance of supplies on stockroom shelves. Performs mailroom and closed casefile room duties on a rotating/as needed basis. Assists with shredding of confidential documents. Assembles packets and prepare correspondence for mass mailing. Performs all routine clerical and related work as required. In the absence of other clerical staff, provides clerical backup as needed, including answering the telephone and/or filling in for receptionist as needed. Prepares and submits expenses reports for assigned counselors in the ESS system. Generates reports from a standardized list of parameterized reports which exist in CWDS and are available on demand. Has a clear understanding of all OVR forms, their function, use, and information required for completion. Operates a personal computer, copy machine, fax, scanner, and other office equipment. Assists assigned counselors in the performance of their duties while they are in the office. Mails correspondence, forms, etc. to participants and files information in participant case records. Completes processing of case closures and files records in closed files. Attends meetings regarding any changes in clerical procedures. Performs other duties as assigned. |
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. Performs all work independently but in accordance with accepted procedures and instructions provided by supervisor and/or counseling staff. Prepares supervisors’ or counselors’ travel expense vouchers with signatory review by supervisory staff or management. Signs correspondence for staff following completion of document. |
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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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