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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00083287 |
Description Activated On: 1/20/2026 10:00:13 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 employee occupying this position is responsible for providing clerical support necessary to complete the casework generated by Income Maintenance Unit in accordance with Departmental policies, regulations and procedures. The employee carries out the following job duties in the Armstrong County Assistance Office (CAO) under the supervision of the Clerical Supervisor 1 or the Administrative Officer. |
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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. Major duties include but are not limited to: Front Desk Receptionist/Switchboard Operator Greet and direct clients who come to the CAO to the proper individual within the office. Ensure they are seen within established time frames. Answer and route phone calls to the correct individuals. Accept documentation from clients at the front desk or from the drop boxes. Ensure that the documents are date-stamped, receipt of the document is recorded on a log, file cleared, scanned and either route the proper individual or file in appropriate file cabinet depending on the document received. Date stamp and review all incoming applications for completion of the first 3 pages of applications including signatures, benefits applied for and listing of all household members. File clearance, data entry, routing and scanning of applications. Disperse petty cash funds. Maintain the schedule for the training room. Post signs notifying the public of office closings. Monitor drop boxes hourly. Maintain the lobby area. Maintain a record of the foot traffic into the CAO on a daily basis. Maintain open communication with CSR and other staff. Application Processing: Data entry of all applications for cash assistance, medical assistance, SNAP, LIHEAP, LTC, Waiver, MSP/MIPPA, BCCPT etc. ensuring that applications are assigned to the proper case record number. Scan all applications and supporting documents. Constantly monitor the dashboard for COMPASS applications that are received throughout the day in order to import, file clear, and data enter into ECIS. Record applications on the electronic application log. Assign applications as per IMCS direction. Provide Good Customer Service: Maintain a positive professional attitude when interacting with clients on the phone and in person. Be attentive to the needs of the client and ensure them that you are committed to assisting them to get the help they need. Processing incoming mail: Open, date stamp, file clear, scan and either route to the proper individual or file in appropriate file cabinet depending on the document received. Processing outgoing mail: Gather outgoing mail from outgoing mail stations throughout the office, weigh and apply proper postage. Complete transmittal forms and log information if needed. Replenish postage on the postage machine. Monitor fax machines and fax resource box for incoming faxes: Ensure that all incoming faxes are date stamped, file cleared, scanned and route to the appropriate individual in the office or file in appropriate file cabinet depending on the document received. EBT Cards: The CA2 will be responsible for making EBT cards (Primary, secondary and authorized representative cards) or pinning EBT cards. The CA2 will be responsible for maintaining the proper logs, reviewing forms for the correct signatures and routing the card as directed by IM staff. Responsibilities also include accessing client EBT account balances, transaction history and detailed account information upon request of the IM staff. Scanning – Responsibilities include scanning all documents that are received at the front desk, in the drop-boxes or through the mail. All documents must be scanned and viewed to ensure that the scanned copy is legible and complete. CA2 must ensure that scanned information is routed to the correct individual by ensuring proper data entry on the Image Trust screens. Cluster Messages/Phones: Responsible for processing phone messages received in the CAO's cluster message mailboxes and Armstrong CAO e-mail account. Ensures the messages are routed to the proper individual. Processes Quality Control requests received via Armstrong CAO e-mail. Hearings and Appeals: Perform duties regarding Hearings/Appeals such as send out the hearing schedule, data entry of coversheet with appeal information into ECM, and other miscellaneous duties. CAOAA Check Printing: Clerical staff are responsible to request a check through SAP, attach supporting documentation, and print the check. They are also responsible to complete the Review OTI screen in eCIS as well as sign the clerical portion of the PA 1906 form before delivering the check and the PA1906 to management. Supplies: Ensure that office supplies are ordered and available to staff. Re-stock intake booths, order and receive supplies, maintain logs. Clerical Support: Completing assigned clerical functions using ECIS/CIS, Image Trust, Microsoft Office, internet/intranet and other computer applications. Complete inter-county transfers under the direction of the IMCS Data entry of hearings and appeals in the ECM system. Complete the retrieval of the weekly and monthly reports and disseminate to proper individuals. Complete data entry into the ARRC system. Type a variety of material by interpreting and editing rough drafts, completing typing assignments as directed and reviewing for errors and appearance. Access J-Net system as requested by IM staff. Consistently monitor the Armstrong County electronic mail box. Maintain control documents. Complete a benefit hold. Issue paper medical cards. Make application packets. Create business cards. Other misc. clerical duties. ADA ESSENTIAL FUNCTIONS: 1. Frequently moves throughout an office to perform daily job functions. 2. Frequently files and transports files, documents, etc., throughout the work site. 3. Constantly operates various types of office equipment such but not limited to personal computers, copy machines, fax machines, data entry devices, scanners, carts, telephones, calculators, etc. 4. Constantly interacts with employees, customers and management while frequently simultaneously utilizing various computer applications. 5. Constantly uses computer applications to generate written communication by utilizing forms, memos, e-mails, narratives, etc. 6. Constantly communicates verbally with staff, clients and public. 7. Constantly gathers, assembles and evaluates information provided via telephone, mail and/or face-to-face. 8. Constantly interprets written and verbal instruction to complete job tasks. 9. Constantly interprets and applies OIM and clerical support policies, procedures and regulations. 10. Frequently learn job related materials through various media and teaching methods. 11. Constantly interact objectively and with sensitivity to employees, applicants, customers, management in stressful or difficult situations. 12. Constantly maintains control logs. 13. Frequently sits on an adjustable chair for extended periods of time: may stand if 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. |
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. Completion of transactions required to authorize client's benefits. File Clearance of information to be directed to appropriate worker. Sorting, file clearing and dissemination of daily mail and other documents. Complex situations regarding completion of daily duties should be discussed with immediate supervisor. |
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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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