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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00056440 |
Description Activated On: 1/15/2026 11:27:49 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 Clerical Assistant II assigned to the Clarion Office is responsible for performing a variety of clerical functions in support of all programs administered by the agency. This position is supervised by the Clerical Supervisor I. |
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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. Data Entry: Responsible for review of HS-764 in order to process openings, closings and changes for the Cash, Food Stamp and Medical Assistance Programs to ensure clients receive proper benefits. Also, data enter LIHEAP and Crisis applications via HSEA-1. Data enters ARRC codes and overpayment information based on direction from IM Supervisors. Responsible for data input of BHA/FHA documentation based on information provided by supervisors. Also responsible for accuracy of all actions, via Confirmation Lists, put on previous day (i.e. rejects, approvals, crisis). Completes data entry into various department programs to include eCIS, MAPPER, ARRC, EBT Tracking database, Complaint database, Microsoft Office suite and other computer applications. COMMUNICATION: Receive, and take messages/requests for information via telephone and verbally from staff members and the public. Advise staffof telephone calls or presence of clients at reception; answer incoming telephone calls at reception; assures walk-in’s ortelephone inquiries are properly routed; determine placement of problem calls or complaints; operate telephone system thatincludes paging feature. Retrieve messages from the cluster/voicemail boxes and give/forward to the appropriate staff. Attendunit and staff meetings, trainings as scheduled. COMPLETION OF DOCUMENTS: Interpret instructions received, calculate data required, complete necessary forms, and transfers written or verbal informationonto form(s), in order to comply with procedures/policies and established deadlines. Completes logs for controlled documentsand proofreads typed material. J-NET VERIFICATIONS: Assist with verification process (identity and citizenship) by processing forms and usage of J-NET. FILE MAINTENANCE: Maintains files, purging per record retention requirements. Maintain and update files, manuals, and directories by removingoutdated pages and inserting new or revised pages. GENERAL CLERICAL SUPPORT: Provide clerical support to the Income Maintenance Casework staff. Process county disbursement checks. Make and/or pin EBTcards for eligible recipients and check client’s balance with Xerox (EPPIC). Operate/maintain postage machine. Ensure mail isprocessed when needed. Process departmental forms/transmittals/reports as required. Complete any Inter-County transfers.Provide LIHEAP support. Provide clerical support for DAP, ETP and LTC. Ensure that sufficient supplies are available tomaintain efficient operations within the office. Will be responsible to perform any other clerical duties deemed necessary. Willbe back up to all Clerical Assistant II positions. Travel to designated training/meeting sites as needed. Receive, date stamp, sort, and distribute incoming mail and faxes to appropriate personnel. ESSENTIAL JOB FUNCTIONS: CLERICAL POSITIONS • 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, faxmachines, data entry devices, scanners, carts, telephones, calculators, etc. • Constantly interacts with employees, customers and management while frequently simultaneously utilizing various computerapplications. • Constantly uses computer applications to generate written communication by utilizing forms, memos, e-mails, 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 tasks. • Constantly interprets and applies OIM/DHS/Local 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 difficultsituations. • 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. OFFICE MACHINES: Operates personal computer, typewriter, switchboard phones, photocopier, EBT equipment, fax machine, postage machine,printers and scanners using knowledge obtained through training. |
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. Work is primarily self-generating. Clerical meetings held to discuss policy and procedure, clerical problems and issues. Specialassignments are made as needed with discussion of purpose and methods. Supervisor makes spot checks of routine work, specialassignments may be reviewed on completion or only if problems develop. New procedures are explained by immediatesupervisor. Must deal in a professional manner with incoming public and staff |
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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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