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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00039800 |
Description Activated On: 1/23/2025 7:59:31 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. Supervises Clerical Units located in the McKean and Elk CAO's, to include all Income Maintenance Program input via computer, and the planning of all clerical work processes in order that all processes and deadlines are completed accurately and timely. |
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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. Supervises staff comprised of Clerical Assistant IIs. Schedules and plans all clerical work processes according to available staff, systems readiness and program deadlines. Plans, organizes and delegates work among positions in a manner to ensure a smooth processing flow and distributes assignments to clerical staff after determining who is available. Trains new clerical employees on job requirements and maintains on-going training for all clerical employees on new procedures and practices. Schedules and conducts unit meetings . Attends meetings with Executive Director and Income Maintenance Supervisors to discuss new policies and procedures and to develop implementation plans and monitoring systems. Acts as EBT coordinator. Responsible for CAO Purchasing card and all duties that go along with role. Oversees all Workload Dashboard clerical items are acted upon timely. Maintains office equipment and reports issues and need for supplies when appropriate. Manages the timely dissemination of clerical work items in all CAO resource accounts. Oversees receipt and distribution of mail processing, along with verification processing via the drop boxes and reception area. Ensures all phone calls and voice messages into main line of CAO are handled appropriately and timely. Communicates operational issues to Executive Director. Completes job assignments as assigned by Executive Director. 1. Frequently moves throughout office to perform daily job functions; files and transports files, work documents, etc; may travel to other work sites 2. Constantly operates office equipment such as, but not limited to, computers, copiers, fax, scanners, telephones and calculators 3. Constantly interacts with employees, customers and management while simultaneously utilizing computer applications 4. Constantly uses computer applications to generate written communication by utilizing forms, memos, emails, narratives, etc. 5. Constantly communicates orally and in writing with staff, clients and public; learns job related materials through media and teaching methods 6. Frequently learns and appropriately applies policies, procedures and regulations pertaining to IM programs 7. Constantly obtains, assembles, analyzes and evaluates information to determine eligibility for IM programs 8. Frequently performs mathematical calculations to determine eligibility for various IM programs; may sit on adjustable chair for extended period 9. Constantly prepares, explains, instructs and trains staff in processing methods and procedures; includes ability to develop and set up procedures 10. Interacts objectively and with sensitivity to employees, applicants, customers and management in stressful or difficult situations |
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. Ensures medical provider inquiries are answered, correct eligibility information given and assistance provided in problem areas. Coordinates and controls requests for case records made by any audit or review teams. Assumes responsibility for overseeing preparation of required monthly reports, yearly inventory and printing. Orders supplies, equipment, printing, etc as needed. Plans for storage record and record destruction. Ascertains that record materials are shredded and properly disposed of in order to maintain confidentiality. |
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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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