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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00075879 |
Description Activated On: 3/24/2026 10:50:41 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. This position is assigned to the clerical support unit at the Mercer County Assistance Office and will perform clerical duties to support the Income Maintenance Programs administered by this Agency. This position will also provide clerical support as the Receptionist and back up all Clerk-Typist II. The employee carries out the following job duties in the Mercer County Assistance Office under the supervision of a Clerical Supervisor and/or Management. |
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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: Read comprehend, and complete data entry transactions, analyzing results to assure all data entry transactions are accepted and to comply with information and instructions received according to DHS and local deadlines. Perform file clearance and AP actions accurately and timely. All data entry is typographically and grammatically correct/complete; and return. Complete typing assignments as directed while ensuring accuracy. Photocopy and scan documents, forms, and other materials. Scan information per office policy. COMMUNICATION: Receive, and take messages/requests for information via telephone and verbally from staff members and the public. Advise staff of telephone calls or presence of clients at reception; answer incoming telephone calls at reception; assures walk-in’s or telephone inquiries are properly routed; determine placement of problem calls or complaints; operate telephone system that includes paging feature. Retrieve messages from the cluster/voicemail boxes and give/forward to the appropriate staff. Attend unit and staff meetings, trainings as scheduled. COMPLETION OF DOCUMENTS: Interpret instructions received, calculate data required, complete necessary forms, and transfers written or verbal information onto form(s), in order to comply with procedures/policies and established deadlines. Completes logs for controlled documents and 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 removing outdated 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 EBT cards for eligible recipients and check client’s balance with Xerox (EPPIC). Operate/maintain postage machine. Ensure mail is processed 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 to maintain efficient operations within the office. Will be responsible to perform any other clerical duties deemed necessary. Will be back up to all Clerk-Typist 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, fax machines, data entry devices, scanners, carts, telephones, calculators, etc. • Constantly interacts with employees, customers and management while frequently simultaneously utilizing various computer applications. • 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 difficult situations. • 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. Special assignments are made as needed with discussion of purpose and methods. Supervisor makes spot checks of routine work, special assignments may be reviewed on completion or only if problems develop. New procedures are explained by immediate supervisor. 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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