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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00085834 |
Description Activated On: 7/31/2024 8:19:00 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. Employee is a tri-function employee trained and skilled to complete the record handling of Medical, Cash, Food Stamps, LIHEAP and PC input along with processing all agency mail and case records. |
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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. Application Processing – During the registration process of the CAF, all individuals listed on the application are entered into the computer and file cleared by clerical using the client’s demographic information. A case record number is assigned and application is forwarded to Intake for processing. Case Maintenance - Caseworker may forward PW 764 or case record to clerk for application processing or caseload reassign. Narrative and/or letter to be completed. Also issue ACCESS cards. Cluster Messages/Phones - Clerical is responsible for processing phone messages received in the CAO's cluster message mailboxes. Telephone calls are also received from clients, other counties or agencies and are forwarded to the proper Caseworker or Supervisor. Renewal Calls - Employee makes reminder phone calls to clients regarding their renewal forms. Narrative entry is completed on all calls. Mail - Employee may sort and distribute mail when received from the Post Office. All mail is date stamped and forwarded to the corresponding worker. Outgoing mail is also processed. Faxes - Employee is responsible for daily incoming/outgoing faxes. Inter-County Transfers - Employee processes incoming and outgoing inter-county transfers. Scanning - Employee is responsible for daily scanning/indexing SARs, Renewals or other case record material as directed by supervisor. Compass - Employee processes daily Web based applications for benefits. File clearance and AP completed - application is then forwarded to Intake for processing. DAP - Employee may work as DAP clerical support assigning records and preparing them for Medical Review Team Referrals. Hearings/Appeals - Employee may perform duties regarding Hearings/Appeals such as maintaining outlook calendar for IMCS/Managers, sends out weekly reminders on upcoming hearings, complete coversheet with Appeal information, data enter info into MAPPER, schedule hearing room, maintain BHA database. Nursing Home/Waiver - Applications and various forms are file cleared and assigned. Clerk works closely with Nursing Home Supervisor. Application Processing - Employee helps AP Room with applications of all walk-in customers. Employee calls Intake worker in a timely manner after AP process is completed. If necessary, case record is pulled from breakdown or new folder is made for the client's application. Front Desk - Acts as receptionist/greeter at the front desk meeting the needs of the walk-in customers. Electronic Benefits Transfer - Employee processes Electronic Benefit Cards for cleints on new openings, lost or damaged cards. Accesses account balances, transaction history and detailed account information upon request of caseworker. Also processes benefit holds as per instruction from caseworker. Special Allowances - When a local issuance OTI is initiated by caseworker, a work item will be generated on clerical dashboard to complete the County Disbursement Issuance. Local check is typed via instructions on the PW 764 from caseworker/supervisor. LIHEAP - Employee sorts, date stamps, and AP applications for the Energy Assistance Program. SWCC - Employee will tally/process Compass verifications for Housing Authorities. Process incoming/outgoing mail, daily attendance and complete various reports. Ensure that an adequate supply of applications and office supplies are available for SWCC staff. Filing/Purging - Employee files/purges paperwork for caseworker in breakdown at the direction managerial staff. Perform all other assigned duties as directed by Executive Director and/or District Administrator. ESSENTIAL JOB FUNCTIONS CLERICAL POSITIONS 03/2013 • 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, emails, 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 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. |
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. -Directs clients to proper contacts -Determines urgency and/or problems and who must handle them -Screens and refers calls to the proper person -Prioritizes work assignments on a daily basis or as directed by supervisor -Determines when to seek supervisor’s assistance |
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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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