Position Description

Commonwealth of Pennsylvania
POSITION DESCRIPTION FOR JOB POSTING
Position Number: 00047446	Description Activated On: 4/29/2026 1:43:00 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.

Provides clerical and office support within the Health Clinic and main nursing office to ensure their smooth operation and efficiency.

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.

This Clerical Assistant 2 position is assigned to Nursing Administration in the Health Clinic. This employee's work performance provides an outreach between the Central Nursing Office, Nursing Units, and Health Clinic, and ensures a continuous flow of timely and consistent information, direction, and work accomplishments. Is also a liaison for outside providers. Must be fluent in Microsoft Office, which includes Word, Excel, and Access. MAJOR DUTIES: This Clerical Assistant 2, under the direction of the Clerical Supervisor 2 performs clerical duties for the Nursing Department with thoroughness and accuracy within required time frames to facilitate timely information to patients, employees, and supervisors. Operates typewriter, copy machine, adding machine, fax machine, voice mail, e-mail, computer, and other office equipment by being proficient with equipment and proper correspondence rules to maintain records and reports. Types, proofreads, reproduces, sorts, distributes, and files documents utilizing correct/proper English grammar, spelling, and punctuation. Maintains good working relationship with employees and nursing unit supervisors by being aware of policies and procedures. Whenever backup employees are in the office, employee assists in training these people. Helps provide coverage for employees who are on vacation or sick leave. Answer’s phone and communicates messages. Attends mandated classes and meetings as assigned; also coordinates meetings as assigned.

The duties assigned to this position include, but are not limited to:

1. Maintains a computerized clinic appointment schedule for consumers on Access for the following clinics: GYN, PT, OT, Podiatry, Derm/Surg, Neurology, and Speech Therapy. EKG's, hearing tests, TST documentation, Lor-Ron, and visual acuity are also included in this Access program. This computerized schedule is used for the critical and efficient function of the Health Clinic. Enters other various misc. appointments and screens for conflicts; reschedules if necessary.
2. Schedules new employees for physicals and prepares various forms/paperwork for the physician and other disciplines to complete.
3. Maintains employee TST and Immunization database. Prepares monthly/annual due lists.
4. Keeps files/records of various service contracts and their expiration dates and medical files.
5. Prepares various APRs for outside services provided, which are not on contract, for our consumers. Also, process APRs for stat med orders.
6. Functions as a receptionist by answering telephones, relaying messages, greeting visitors, and running errands; to maintain an efficient running Health Clinic.
7. Performs related clerical duties, such as using the computer to keep forms up-to-date and preparing and typing reports and memos, sending/receiving e-mail daily, filing, copying, ordering supplies through SRM, delivery and distribution of mail, and enter work orders for the Health Clinic.
8. Maintains the Nursing Department Policy/Procedure Manual and the Hospital Manual/Health Clinic Procedure Manual by making additions, deletions, and corrections in them.
9. Prepares weekly report of all missed appointments for PT/OT/Podiatry/Neurology/Derm-Surg/GYN/Lor-Ron/ off-grounds appointments and distributed to assistant DON and all physicians.
10. Schedules and re-schedules all Podiatry and Neurology appointments according to Physician request. Enter Appointment Scheduling Program to produce clinic visit daily report.
11. Complete invoices and goods receipts for billing of provider services.
12. Back up schedule data entry for dental.
13. Compile’s info on all new and readmissions.
14. Call in STAT ambulance services when needed.
15. When nurse is not available, responds to Code Blue with medical emergency bag.
16. Obtains reports from outside medical facilities when requested.
17. Assists in preparing, maintaining, and documenting annual Flu clinics and produces reports when needed.
18. O2 Concentrator, call for service, call for rentals, tracking them as necessary
19. C-Pap and Nebulizer, feeding machines, order as necessary.
20. Help provide coverage in the absence of nursing clerks and/or nursing supervisor
21. Assist in the main nursing office, by answering phones, documenting call offs in the call off log, and updating rosters, and work schedules with information as required.
22. Schedules and maintains Equalization of Voluntary and Mandatory Overtime records for the nursing department, and check figures to ensure accuracy.
23. Completes documentation for Timekeeping of voluntary and mandatory overtime
24. Inputting data into the computer using Excel or Access.
25. Obtains and Maintains CPR Certification and utilizes skills as necessary.
26. Provides coverage for other clerical staff in their absence.

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 duties and responsibilities independently exercising considerable judgment in handling various demands placed upon her/him, prioritizing her/his work and using considerable initiative in performing daily work responsibilities.

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:

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2.   N/A

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Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.

1.	Utilizes English grammar, spelling, and punctuation / Maintains and retrieves data.
2.	Care/maintenance of typewriter/computer. / Prepares and processes incoming and outgoing mail.
3.	Maintains harmonious working relationships.
4.	Types, proofreads, reproduces, sorts, distributes, and files documents / Operates office machines
5.	Communicates in English messages within the hospital and outside.
6.	Operates specialized typewriters/computers.
7.	Works overtime as required; subject to emergency call in.
8.	Understands and follows oral and written instructions.
9.	Work independently in efficient and timely manner
10.	Ability to multi-task and keep focused on task at hand