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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00086048 |
Description Activated On: 10/23/2026 10:00:55 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 Clerical Supervisor 1 is assigned to Montour and Columbia County Assistance Offices. Provides supervision to clerical staff, to include all Income Maintenance Program input via computer, and the planning of all clerical work processes in order that all processes and deadlines are completed accurately and timely. This employee is under the direct supervision of an Administrative Officer 1. |
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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. Work involves communicating DHS/CAO policies, procedures and federal requirements through clerical units. Plan, organize, and delegate work among positions in a manner to ensure a smooth processing flow and distribute assignments to the clerical staff. Prepare and convey to employees timely and substantive performance reviews in accordance with established rules and regulations; makes recommendations for improvement in order to promote efficient operations. Conducts conferences and group meetings to review changes in policy and procedure, provide advice in problem situations and give feedback. Assigns and monitors clerical activities related to EBT, DAP, LIHEAP, and Compass for accuracy and timeliness. Monitors/coordinates employees leave usage to ensure adequate staffing requirements are met at all times, approves leave in accordance with Departmental policy. Maintains control documents in accordance with requirements; monitors control document room. Sign out, distribute, review and audit control documents used by the Clerical staff and completing logs at the beginning and end of the day. Provides on-the-job training to subordinates through individual/unit meetings, so that they are kept up-to-date and knowledgeable of all clerical practices. Examine and review the files, forms, documents, and records that have been processed by staff for completeness and accuracy. Operates and demonstrates the operation of office machinery as appropriate. Maintains EBT logs. Orders EBT supplies when necessary. Oversees the EBT card tracking database. Equipment Coordinator: Function as site coordinator responsible for inventory, maintenance and assignment of all computers and electronic equipment as defined by agency and HR guidance. Troubleshoots problems with the computers before calling the Helpdesk for assistance. This position works with the help desk to resolve computer hardware issues that cannot be resolved locally. At this level, they can trouble shoot software issues, provide maintenance, etc. On the job training will make the position aware of routine maintenance and repairs that can be done in office. Directs and coordinates movement of PC/phone/equipment data lines within the office and data room. Maintains a comprehensive list of site equipment assignments including desktop and laptop computers, scanners, monitors, and cell phones. Submits electronic notice to appropriate resource account when equipment is placed in service, taken out of service, or moved internally or to another office location. Responsible for procurement in both Montour and Columbia CAO. Orders supplies, reviews daily inventory and destruction logs, and conducts discrepancy investigations based on the role and latitude established by the Executive Director. Acts as administrator for site security including review and control of the daily visitor logs ensuring all staff are admitting visitors according to agency policy. Responsible for obtaining new and replacement CWOPA identification badges timely for all staff and mailing ID badges to the Security Administration Office for staff terminating employment in accordance with the OIM Statewide Procedures Manual. CAOAA and Petty Cash Coordinators. Follows CAOAA Statewide Procedure Manual and local office policy to ensure security procedures are followed, request SAP roles be assigned or removed as needed, maintain check stock and MICR cartridge supplies, and may be designated by management to complete and sign the PA 1906 after reviewing printed checks. Reconciles CAOAA account as required following CAOAA Statewide Procedure Manual and local office policy. Responsible for the distribution, reconciliation and reimbursement of office petty cash funds. Responsible to secure, track, and submit returned SPAL checks, and money orders made out to CWOPA from the county or other entities, including completion of appropriate forms and returning the payment to the Comptroller or General Treasury office. Addressing unresolved errors and discrepancies with the Bureau of Program Support and Executive Director. In consultation with the Executive Director and Income Maintenance Administrator 1, helps to plan and implement new clerical operations or modify and update existing operations. Makes VISA card purchases, approve payments and reconciles credit card account. Maintain records and documentation and respond to any audits of this account. Manages agency purchase requests/VISA requests, receipt confirmations, procurement of all equipment, furniture, supplies, furniture inventory, maintenance of equipment/furniture and necessary repairs. Maintains stock room and inventory of office supplies for the entire agency. Responsible for RMS postage meter and account including requesting replenishments and completing reports. Organize material in your desk and work area and keeping your work area clean. Performs other related duties as required. 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. Essential Functions: Frequently moves throughout an office to perform daily job functions. •Frequently files and transports files, work documents, etc., around the office. •Constantly operates various types of office equipment such as, but not limited to; personal computers, copy machines, fax machines, data entry devices, scanners, telephones, carts, etc. •Constantly interacts with people 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 via telephone, interactive interview, one to one, etc. •Frequently-constantly prepares, explains, instructs, and trains staff in processing methods and procedures which also includes the ability to develop and set-up said procedures. •Constantly comprehends, select, interprets, and applies policies, procedures and regulations pertaining to income maintenance programs in a fast-paced environment. •Occasionally-frequently gathers, assembles, and evaluates information via telephone, mail and/or in face-to-face meetings. •Constantly interprets written and verbal instruction to complete job tasks. •Constantly interprets and applies OIM and clerical support policies, procedures and regulations. •Frequently retrieves and provides information to staff, clients and the public using an alpha/numeric keyboard and monitor. •Frequently learn job related materials through various teaching methods. •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, sitting on an adjustable chair for extended periods of time; may stand as desired. |
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. Functions independently with regard to clerical decisions within position and delegates responsibility for tasks based on policy and local procedures. |
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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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