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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00090867 |
Description Activated On: 2/23/2026 9:56:44 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. This is a Clerical Supervisor 1 position responsible for supervising the Clerical Unit. The Administrative Officer 1 supervises this position. Provide supervision and direction for clerical unit. Evaluates, monitors and instructs subordinates to ensure accurate and efficient support to IMCW staff. Process assistance benefits through the use of a PC. Assign work with equity to subordinates. Identify personal problems and recommend the appropriate action. Possess a working knowledge of office equipment and make service calls when needed. Plan and approve leave for subordinates maintaining adequate coverage to ensure efficient workflow. |
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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. Responsibilities include supervising Clerical Assistant 2’s who provide all the clerical support, data entry, switchboard and front desk coverage for the Income Maintenance Programs. Approve and schedule all leave requests according to the Labor Contract and DHS Personnel Policy while maintaining sufficient coverage. Coordinate and train clerical staff in all phases of the Clerical Department; processing all clerical data entry including application processing, case initiation, clerical maintenance, scanning, operation of the mail machine, copiers, printers, and computers. Oversee the reception desk & switchboard. Maintain job knowledge by keeping up on current policy and procedures. Notify clerical of current changes. Maintain job knowledge of all clerical processes, including but not limited to, the timely processes of the PA-78 procedures, PA-76, ARRC system, Hearing and Appeals, COMPASS web applications, Liheap data entry, reimbursement forms, CY 60, MA-112, and mail processing. Register, certify and insure outgoing mail according to postal regulations. Ensure mail delivery schedules are punctual and mail is processed in the most efficient and expeditious manner. Monitor Dashboards of Clerical staff to ensure applications are processed completely and timely. Issuing and/or overseeing the issuance of local checks. Monitor the office auto-attendant making sure messages are pulled off the system in a timely manner. Act as backup Site Administrator and back up EBT Coordinator. Troubleshoot computer/printer issues. Submit Service Now tickets/Call Help Desk as needed. Serve as the Issuing Officer for controlled documents including accountability for inventory, procedures, and oversees the timely submission of the biannual Controlled Document report. Place orders through the SRM Requisitioning system and oversee the replenishment of the stockroom. Responsible for rating and signing performance evaluations for Clerical Assistant 2s. This includes continual observations to objectively evaluate each subordinate and administer disciplinary action when necessary. Coordinate with the State Records Center the transfer of closed case files. Oversee the purging of closed case records. Update the System Reference file caseloads per instructions by the Income Maintenance Administrator I. Responsible for taking minutes at the Supervisors’ and Staff Meetings and distributing them in a timely manner. Oversee the timely processing of the MIPPA files. Employees in this class may participate in the performance of their subordinates' work consistent with operational or organizational requirements. Acts as Limited English Proficiency (LEP) Liaison. Other related duties. ADA 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, 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. 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. Independent decisions are made concerning various situations regarding client eligibility while exercising job knowledge and sound judgment in accomplishing Department tasks and requirements. Ability to deal in a professional manner with clients and Commonwealth employees in possible hostile situations. Make decisions regarding the utilization of staff and schedules and conducts various training on new policies and/or 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. 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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