Commonwealth of Pennsylvania

POSITION DESCRIPTION FOR JOB POSTING

Position Number:  00065400

Description Activated On:  12/22/2025 1:39:58 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 ward clerk support within the department to ensure the wards are run efficiently and effectively.

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 is assigned to Nursing Administration. This employee’s work performance provides an outreach between the Central Office and the Nursing Unit to which assigned and ensures a continuous flow of timely and consistent information, direction, and work accomplishments.

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 in order to facilitate timely information to patients, employees, and supervisors.

Operates copy machine, adding machine, fax machine, voice mail, e-mail, computer and other office equipment by being proficient with equipment and proper correspondence rules in order 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 office, employee assists in training these people. Helps provide coverage for employees who are on vacation or sick leave. Answers phone and communicates messages. Attends mandated classes as assigned.

JOB DUTIES;
1. Collect and distribute mail from various units as assigned.
2. Check work order clipboard and enter work orders in Mapper.
3. Maintain supplies and enter into computer. Check with staff as to required clothing that may need to be ordered for consumers (complete APR's) and other supplies. Enter CMS order given to you by the nurse.
4. Post job postings on official bulletin board.
5. Keep filing cabinets replenished and update SI 815, fall, and accident packet forms in binders.
6. Keep a supply of current admission packets for use.
7. Submit copier usage to Purchasing monthly.
8. Maintain nursing changes book and update sign-in sheets according to these changes.
9. Update phone directories.
10. Update Medicare Part B's for coming month.
11. Prepare Treatment Team paperwork for the coming week on each unit.
12. Check TV's, DVD's, and remotes weekly to make sure they are in proper working order.
13. Maintain Addressograph machine.
14. Prepare Lab Cardex 2 times per year.
15. Submit vending machine refund requests to operator as needed.
16. Copy and distribute grievances and petitions.
17. Check e-mail daily.
18. Other duties as assigned.
19. Obtains and Maintains CPR Certification and utilizes skills as necessary.

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 him/her, prioritizing his/her work and using considerable initiative in performing daily work responsibilities.

Takes inventory of supplies on ward and orders more supplies on SAP as needed.

Maintains a supply of forms needed on the wards.

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
 
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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.
 2. Care/maintenance of typewriter/computer / Operates office machines.
 3. Maintains harmonious working relationships.
 4. Types, proofreads, reproduces, sorts, distributes and files documents.
 5. Prepares and processes incoming and outgoing mail.
 6. Communicates messages within the hospital and outside.
 7. Maintains and retrieves data.
 8. Operates specialized typewriters/computers.
 9. Works overtime as required; subject to emergency call in
 10. Understands and follows oral and written instructions.