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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00046386 |
Description Activated On: 1/21/2026 8:38:33 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. The employee in this position, Clerical Assistant 2, is responsible for moderately complex clerical work involving the typing and processing of documents in a variety of functions. Employee provides clerical and office support to Income Maintenance Staff in accordance with Department of Human Services Policies and Procedures. Employee is trained and skilled to complete record handling for medical, cash, food stamps, and computer input along with processing all agency mail and case records. |
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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. -Receive and perform instructions from caseworkers, supervisors and management staff. -Process all incoming and outgoing mail. -Maintain all office equipment assuring equipment is functional. -Ensure that enough supplies are available to maintain efficient operations within the office. -Process case transactions through clerical wrap or stand-alone method. -Identify/clear and register applications received; complete the necessary Application Processing (AP) screens -Acts as receptionist/greeter at the front desk meeting the needs of the walk-in customers -Answers and directs all incoming phone calls. Maintains log of all visitors. -Processes applications during registration by ensuring all individuals listed on the application are entered into the computer and file cleared by clerical using the client's demographic information. Assigns a case record number by utilizing the assignment tool (excel) and forwards the application for further handling. -Processes form PW 764 and/or case records as needed for caseworkers. Reassigns caseloads. -Issue ACCESS cards. -Processes phone messages received in the CAO's Cluster Message mailboxes. Calls are received from clients, other counties or agencies and are forwarded to the proper Caseworker or Supervisor. -Sorts and distributes mail when received from the Post Office. Date stamps and forwards to the corresponding worker. Processes outgoing mail. -Scans/indexes SAR's, Renewals and all case record material that comes through the office. -Handles daily incoming/outgoing faxes by checking the fax machine and ensuring fax is forwarded to the correct caseworker. -Processes incoming and outgoing inter-county transfers. -Processes daily Web based applications for benefits. File clearance and AP completed- application is then forwarded to Intake for processing. -Provides clerical support to DAP by assigning records and preparing them for Medical Review Team Referrals as needed. -Hearings/Appeals-Employee may perform duties regarding Hearings/Appeals such as Maintains Outlook calendar for IMCS for Hearings/Appeals, sends out weekly reminders on upcoming hearings, completes coversheet with Appeal information, data enters information into MAPPER, schedules hearing room, maintains BHA database. -Applications and various forms are file cleared and assigned for the Nursing Home/Waivers, while working closely with Nursing Home Supervisor. -Processes Electronic Benefit Cards for clients on new openings, lost or damaged cards. -Accesses account balances, transaction history and detailed account information upon request of caseworker. Also processes benefit holds as per instruction from caseworker. -Maintains EBT card database. -Sorts, date stamps, and AP applications for the Energy Assistance Program. -Performs other assigned duties within Potter CAO and virtually to include other counties as assigned by the Executive Director. 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 task. -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. -Directs clients to proper contacts -Determines urgency and/or problems and who must handle them -Screens and refers calls to the proper person -Prioritizes work assignments on a daily basis or as directed by supervisor -Determines when to seek supervisor’s assistance |
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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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