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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00061034 |
Description Activated On: 5/5/2025 2:18:48 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 moderately complex clerical work and office support to nursing personnel and other disciplines in Greizman Building, Renner Building, SRTP (Sexual Response & Treatment Program), RFPC (Regional Forensics Psychiatric Center), and Nursing Administration, as needed, to ensure its operations are conducted efficiently and effectively. Involves typing and processing of documents in a variety of functions. This position will also provide clerical support to the Staff Development Department. |
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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. This Clerical Assistant 2 position is primarily assigned to a building on campus and will provide clerical support to Greizman, Renner, SRTP, RFPC, and Nursing Administration as assigned/needed. This position reports to the Clerical Supervisor of the Nursing Department. Assigned clerical work requires the utilization of typing skills, mathematical calculations, application of independent judgment, tactfulness in dealing effectively with personnel and the public and the ability to maintain information whose unauthorized disclosure could be prejudicial to the operation of the unit. Work involves providing secretarial services to nursing personnel and frequently to social workers, physical therapy, psychologists, physicians, and activity personnel working within the building. Work includes independently making choices between different procedures to be followed and the appropriateness of the information for further processing. Work routines and priorities are subject to changes due to external influences and time frame constraints. All clerical work for assigned building is the responsibility of this position regardless of scheduled or unscheduled absences. This Clerical Assistant 2 is responsible to inform the Clerical Supervisor in Nursing Administration of any extended absences from work so preplanning and relief coverage may be arranged prior to absence to provide completion of needed work. 1. Works with nurse managers, shift supervisors and nursing staff to gather, coordinate review of timesheet information. Manages coordination effort to ensure daily sign-in/out sheets are accurate, complete, signed by supervisor and sent to centralized timekeeping. Reviews timesheets for discrepancies and follows up with supervisor/employee to verify what should be recorded. Ensures timely submission of complete sign in/sign out to HR timekeeping each morning for processing. Manages holiday tracker for employees to ensure appropriate staff received time off and was approved by the supervisor. Completes timekeeping duties in an accurate and timely manner, consistent with preparation of documents, contacting staff for overtime, maintaining time records of staff, and maintenance of accurate records related to accumulation of overtime hours. 2. Coordinates with nursing administration related to daily staffing and operational needs in each building on each shift as assigned. Inputs/edits on automated scheduler in a timely manner, including setting up the template for the upcoming year by adding employee name, ward assignment, R days and vacation selection for all classifications. Coordinates checks and balance of posted schedules against daily attendance log and daily sign in/sign out sheets to ensure all absences are recorded accurately. 3. Scans and emails the Nursing portion of the CEO Report daily and files in the Nursing Administration Workgroup folder. 4. Types from handwritten copy, printed information or from self-gathered information, various requisitions, performance evaluating, position descriptions, letters, vouchers, memos, discharge summaries, periodic lists, incidents, charts, time and assignment sheets and a variety of printed forms both in draft and final form. Scans/files office material promptly upon receipt. 5. Follows established guidelines to assure competent office functioning. Operates and maintains office equipment such as copying machines, digital photo id badge maker, personal computers, and MAPPER keyboards. Orders building supplies and equipment by referring to present inventory level and proposed needs. SRM and APR is utilized in ordering supplies, furniture and equipment and verification of items received is accomplished using Goods Receipt. 6.Submits patient funds, money, cash, credit slips to Guardian Office on designated days by following established guidelines. Accuracy in distribution of patient funds is 100%. 7. Performs receptionist duties in a pleasant, courteous manner. Knowledge of department activities and functions result in properly routing visitors and incoming calls. Effectively communicates with other departments and offices to convey or obtain information. Communicates effectively with other offices and staff to convey or obtain information. Composes routine correspondence and proofreads typed material to ensure the transfer of information is typographically and grammatically correct and complete. 8. Create/maintains database(s) to track required training for all hospital staff. Pull monthly reports as needed for Staff Development. 9.Provides mailroom coverage when scheduled to ensure mail is processed. 10. Performs all duties in accordance with the hospital rules and regulations and procedures to maintain required standards. Duties may vary in accordance with need. Performs other related duties as assigned/required. |
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 performed with considerable independence and little review; however, changes in operational standards, procedures and work policies are discussed in detail with the supervisor prior to implementation. |
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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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