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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00054934 |
Description Activated On: 5/1/2026 2:01:15 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. The major duty of the employee in this position is to supervise a unit of (6) permanent Clerical Assistant 2, (3) non-permanent Clerical Assistant 2 and (1) Clerical Assistant 3. The employee monitors, assigns and plans for the timely completion of work received from Supervisors, Income Maintenance Caseworkers, Energy Assistance Workers and assists in the actual completion of this work when necessary. The employee monitors workflow and accuracy, implements operational procedures within the unit, completes performance evaluations, develops and presents training, employee counseling and discipline, together with any other duty related to the supervision of this unit, and assures clerical coverage for the entire office staff. Work is performed under the direct supervision of the Administrative Officer. |
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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. Plans, organizes, directs, and controls work within the unit by establishing work priorities according to Agency and Departmental goals and objectives, assigning work on the basis of these priorities and reviewing and evaluating work to ensure timely and accurate completion. Provides supervision to the clerical support unit by training, setting, and controlling deadlines and making decisions on exceptions and complex situations that occur. Attends training and serves as trainer for new and revised clerical and data processing procedures. Advises and makes recommendations to the Administrative Officer regarding the organization and continued efficient operation of programs and processes. Coordinates clerical data entry operations and budgeting with Income Maintenance Staff and works to resolve data and record discrepancies between Income Maintenance Supervisors and Clerical Staff. According to check and food stamp delivery dates, ensures that EBT cards, benefits holds are processed timely via clerical staff who have access to the JP Morgan software. As the CIS Hotline Coordinator for the clerical staff, reports problems and discrepancies within the CIS system and ensures resolution with staff. At times works in conjunction with Income Maintenance Coordinator to resolve problems within the software system. Maintains the office records filing and retention system. Instructs and monitors staff on purging and destruction of cases and case material. Ensures that ongoing maintenance, purging, destruction and shifting of files occur to have adequate file space. Attends CAO and DHS supervisory meetings, trainings, and seminars to keep abreast of the latest program and procedural changes. Conducts conferences and group meetings with subordinates to review new policies and procedures, assign work, and get feedback from employees. Prepares required monthly reports and reports on work in progress. Serves as alternate controlled documents coordinator to ensure that checks, medical cards, and other controlled documents are properly secured. Back up to EBT Coordinator. Ensures EBT card issues and secured according to EBT security guidelines. Conducts performance reviews for supervised group by maintaining individual performance records, conducting semi-annual progress reviews, and completing annual EPR rating forms. Picks up mail at the US Postal Service on a daily basis. Serves as backup to the CAOAA Coordinator. As a backup Coordinator, will act as the point of contact within the agency for CAOAA related issues. Serves as the Petty Cash Custodian. Ensures petty cash transactions are recorded in the petty cash ledger. Reconciles the petty cash fund monthly. Requests petty cash fund replenishment in SAP. Maintains system reference files and assures caseload changes/equalizations are completed as needed. Assists Administrative Officer with maintaining office equipment so that is it accessible to staff and in working order. Back up scanning/imaging leader for office. Inquires and purchases supplies/services through Supplier Relationship Management (SRM), mySAP, and Department of General Services contracts. Performs other related duties as required. Essential functions of a Clerical Supervisor 2 are as follows: -Frequently moves throughout an office to perform daily job functions. -Frequently files and transports files, work documents, etc., around the office. -Constantly operates various types of office equipment such as, but not limited to; personal computers, copy machines, fax machines, data entry devices, scanners, carts, etc. -Constantly interacts with people 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 via telephone, interactive interview, one to one, etc. -Frequently-constantly prepares, explains, instructs, and trains staff in processing methods and procedures which also includes the ability to develop and set-up said procedures. -Constantly comprehends, select, interprets, and applies policies, procedures and regulations pertaining to income maintenance programs in a fast paced environment. -Occasionally-frequently gathers, assembles, and evaluates information via telephone, mail and/or in face-to-face meetings. -Constantly interprets written and verbal instruction to complete job tasks. -Constantly interprets and applies OIM and clerical support policies, procedures and regulations. -Frequently retrieves and provides information to staff, clients and the public using an alpha/numeric keyboard and monitor. -Frequently learn job related materials through various teaching methods. -Constantly interacts objectively and with sensitivity to co-workers, applicants and customers in stressful or difficult situations. -Frequently maintains control logs, records, schedules, etc. -Frequently-constantly, sitting on an adjustable chair for extended periods of time; may stand as desired. WORK CONDITIONS Assigned work 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. Evaluates and makes decisions on specific work-related problems which clerical workers present. Consults with supervisor on all problematic issues. |
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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. N/A 5. N/A 6. 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.
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