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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00081190 |
Description Activated On: 5/4/2026 2:56:08 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. This is an administrative position at Northampton CAO reporting directly to the Executive Director. It is a highly complex job that requires the ability to manage, monitor, analyze, interpret regulations and procedures, and work independently. This position is responsible for directing and coordinating personnel administration services for Northampton CAO. Works independently within guidelines established by the Executive Director through regular conferences. This position supervises two Clerical Supervisors that are responsible for the staff of clerical workers. Performance is reviewed by the Executive Director for the effectiveness of activities, discussion of any problem areas, review of workload, and setting of priorities as needed. Attend staff and administrative meetings to provide and obtain information and to share in administrative planning. |
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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. Management of Clerical Support Operations: Plans, controls, directs, organizes, and coordinates all clerical operations. Devises and implements procedures to ensure the maximum use of the staff, for an efficient and effective workflow. Responsible for the entire clerical staff that includes training, work assignments, work assessment, equal employment opportunities, discipline, etc. Directly supervise two (2) Clerical Supervisor positions, which entails holding regular meetings to discuss workflow, staff changes, and any concerns unique to their areas. Prepares and issues evaluations for clerical supervisors and acts as Reviewing Officer for all other clerical staff. Reviews for approval leave and keeps time and attendance records for supervisors. Attends administrative meetings with the Executive Director and other Management staff, plans and coordinates work and relationship between the clerical and income maintenance staff, and issues pertinent to office operation. Attends meetings of management/supervisory staff. Discusses changes in policy and/or procedures in matters related to clerical personnel, discipline, work assessment, etc. for advice, approval and resolution. Plans, organizes and directs clerical support functions in the areas of eCIS data entry and transactions, file clearance operations, imaging operations, county assistance office advancement account (CAOAA), reception and appointments, EBT card security as well as general income maintenance clerical support activities. Supervises two clerical supervisors who oversees the activities of clerical employees. Ensures appropriate distribution of staff at all times to meet workload demands. Analyzes work processes for efficiency, effectiveness and compliance with DHS and OIM policies and procedures. Implements procedural changes as needed based upon analyses of the work-flow, changing Income Maintenance priorities, or as directed by the Executive Director. Serves as the Electronic Benefit Transfer (EBT) Program coordinator and monitors CAO compliance. Serves as County Assistance Office advancement account (CAOAA) coordinator. Acts as liaison between income maintenance managers/supervisors and clerical supervisors to address problems, issues, and concerns pertaining to efficient operations. Promotes teamwork in achieving the goals of the office/agency. Works to maintain a harmonious work environment and a productive relationship between the staff. Conducts investigations and takes or recommends disciplinary action as appropriate. Interprets and applies programmatic policies and provisions of Bargaining Unit Agreements, Management Directives, etc. Ensures compliance with agency rules and regulations such as time and attendance, contractual agreements, EEO, achievement of agency goals, etc. Participates in the interviewing and selection process by devising questions, objectives, and interviewing for new clerical positions as well as clerical promotions. Management of Storeroom and Mail Distribution Plans, organizes and directs all activities pertaining to the requisitioning, storage and record keeping for the office wide inventory of equipment and supplies as well as those involved in the processing of all mail and documentation imaging for all staff. Ensures appropriate staffing for these functions, analyzes work processes to insure procedures in place are efficient, effective and meet the needs of the office. Oversees the maintenance of the fixed assets inventory. Management of Physical Plant/Services: Serves as the liaison between the Northampton County Assistance Office and the building lessor and building manager, monitors compliance with the lease agreements and directs any building maintenance issue to the lessor or their designee. Oversees services needed such as security services, shredding services, telecommunications, photocopier, scanners, mail machine and equipment repair. This includes compliance with labor relations procedures, meeting with vendors and monitoring the vendor for compliance with the terms of contracts. Serves as the liaison between the Northampton County Assistance Office and the Janitorial services provider, monitors compliance with lease Janitorial specifications and directs issues to the lessor or their Janitorial service designee. Fiscal Management: Monitors/reconciles expenditures on a monthly basis. Responsible for maintenance and control of office US Bank purchase card account and balances monthly statement. Gathers documentation for security guard contracts and submits to Procurement. Submits security guard monthly invoices for payment on SRM. Submits shredding service monthly invoices for payment. Administrative Support: Conducts various reviews of office operations by analyzing current policies/procedures/ practices. Provides recommendations to the Executive Director on corrective action as indicated; and implements any changes. Attends meetings and composes the meeting minutes. Oversees/implements the CAO Employee Photo ID and Visitor Access Policy. Provides special reports as requested. Processes ADA requests for office equipment. Serves as site administrator/systems coordinator for all equipment needs and issues. Troubleshoots system problems both hardware and software, either unilaterally or in coordination with the Service Now tickets and CIS Hotline. Performs other related work as required. ESSENTIAL JOB FUNCTIONS ADMINISTRATIVE OFFICER POSITIONS •Frequently moves throughout an office to perform daily job functions. •Frequently files and transports files, work documents, etc., around the office. •Constantly comprehends, interprets, and applies departmental policies, procedures and regulations with regard to county budget, CAOAA account, postage meter account, US Bank Account. Ensures replenishments of accounts as necessary. •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 objectively with the landlord, staff, clients, or the general public and establishes and maintains an effective working relationship with other administrative officials. •Constantly uses computer applications to compose written correspondence to verify and/or request information by utilizing forms, memos, emails, narratives, etc. •Constantly communicates verbally with landlord, staff, clients, and public via telephone, interactive interview, one to one, etc. •Frequently-constantly reviews, gathers, assembles, and evaluates information via telephone, mail and/or in face-to-face meetings and organizes data for presentations, reports and correspondence for use as a basis for executive action. Constantly interprets written and verbal instruction to complete job tasks. •Frequently communicates and provides information to landlord, board, staff, clients and the public through means of a personal computer device. •Frequently-constantly learn job related materials through various teaching methods then implements training needs to staff. •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 develops goals and objectives for clerical support units as well as prioritizing and assigning work through supervisory staff. Reviews and resolves work problems when they exist. •Constantly supervises clerical supervisors each of whom are responsible for a clerical unit providing support functions. •Frequently-constantly, sitting on an adjustable chair for extended periods of time; may stand as desired. •Constantly plans and directs overall functions of the clerical section. •Frequently prepares written communication by completing letters, memos, job description, performance evaluation, etc. •Frequently develops audit and evaluate, administrative and operational procedures regarding technical and clerical operations. •Constantly coordinates special projects and reports. •Frequently travels to various offices by using public/private transportation as well as ambulate throughout the office in order to perform daily job functions. 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. Responsibilities include but are not limited to: Allocating and assigning clerical staff to meet workload demands, directing procedural changes in the clerical support system, reviewing all purchases of supplies and services, acting as liaison with the landlord regarding lease provisions, preparing formal responses to the comptroller's office regarding expenditures and fiscal management matters. |
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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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