|
Commonwealth of Pennsylvania |
|
|
POSITION DESCRIPTION FOR JOB POSTING |
|
|
Position Number: 00089260 |
Description Activated On: 8/27/2026 9:22:01 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. Under the direct supervision of the Assistant District Administrator performs a full range of clerical duties to support the efficient and effective operations of the York District Office. |
|
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. Accesses and updates participant records using a web-based application (CWDS). Enters and maintains referral information in CWDS. Enters base record information directly into CWDS by personal or phone contact with potential participants. Generates the automated mailing of the Participant ID letter for new participants, based on the base record information entered. Enters handwritten, typed or dictated case information into CWDS on behalf of all field staff, supervisory staff or management staff. Generates correspondence as needed within CWDS and creates specialized correspondence as needed for participant accommodations. Generates reports from a standardized list of parameterized reports, which exist in CWDS and are available on demand. Enters counselor's expense records into SAP Concur. Copies and mails IPE’s, Amendments, purchase orders, etc. to participants. Uploads paper forms, medical information, etc. into supporting document section of CWDS. Enters electronic forms per case documentation requirements. Requests medical records from doctors, schools, and hospitals. Assists assigned counselors by compiling intake packets; composes emails to counselors, customers, or vendors; offers additional clerical support/assistance to counselors during their time in the office. Answers phone using Teams or Commonwealth cell phone. Relays messages, screens, announces or assists callers on routine matters and on occasion, makes calls in counselor’s absence. Takes messages for counselors and other staff if caller chooses not to leave message via voice mail, provides general information to the public regarding O.V.R. services, and assists other clerical personnel when needed. May be required to receive OVR customers and visitors coming into the office. Assists new customers with completing referral information and may make VRC assignments. Works with supervisor or rehabilitation specialist on problem cases. Attends meetings regarding any changes in clerical procedures. Distributes mail to assigned counselors. Performs “relief” responsibilities for Administrative Office secretary, receptionist, and other clerical support e.g. incoming and outgoing mail, maintaining closed case record filing system, phone coverage. Monitors resource accounts. Maintains a working knowledge of medical terminology as well as a clear understanding of all OVR forms and CWDS functions. Operates a personal computer, multi-function device (copier, scanner, fax), and other office machines. Performs other duties as assigned by the supervisor or rehabilitation specialist that enable the office to run smoothly and efficiently. |
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. Performs transcription work independently but in accordance with dictation instructions provided by assigned counselors. Signs correspondence for staff following transcription of document. |
||||||||||||||||||||
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. |
||||||||||||||||||||
Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
|