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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00098995 |
Description Activated On: 5/15/2026 3:24:34 PM |
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 is responsible for supervising employees who perform moderately complex clerical work in the Westmoreland CAO. The employee must be familiar with all aspects of the clerical operation and is expected to cooperate with the other Clerical Supervisors at all times for the benefit of our customers and staff. Each Clerical Supervisor serves as the alternate to the other one. |
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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. Responsible for supervision of clerical that provides support for the Income Maintenance staff. Ensures that all deadlines are met. Areas for which the employee plans, assigns, distributes and monitors work include: Daily Schedules – Set up daily schedules making sure that there is adequate clerical coverage until the end of the work day. Attendance Monitoring – Reviews attendance records in My Workplace for each employee assigned to their unit for sick, annual and personal time and approves/disapproves leave accordingly. Application Processing - During the registration process of the CAF, all individuals listed on the application are entered into the computer and file cleared using the client’s demographic information. A case record number is assigned and application is forwarded to Intake for processing. Compass - Process daily Web based applications for benefits. Cluster Messages/Phones - Monitors daily messages and phones. Helps retrieve cluster calls as needed - email appropriate Caseworker or Supervisor. Front Desk/Mail - Monitors daily work with other Clerical Supervisor. Scanning - Clerical is responsible for daily scanning of SARs,renewals and other case record material. Assists with scanning and attaching as needed. NH/Waiver - Monitors logs. Help process nursing home applications/forms if backlog. Stockroom - Ensures that adequate forms, brochures, envelopes and other supplies are ordered and maintained appropriately. EPRs - Completes all required performance reviews on assigned employees. Interviews - Participates in interviews and recommends the selection of applicants for new clerical vacancies. Grievances - Recommends decision on formal grievances from assigned employees. EBT - Serves as EBT Coordinator or Co-Coordinator. Responsible for ordering EBT supplies, EBT card inventory control and maintain EBT logs. Authorized to access EBT software and assist in training new employees on using the system. Participate in EBT audit. Makes new or replacements EBT cards. Accesses account balances, transaction history and account information upon request of CW. Processes benefit holds as per IMC. CIS Hotline - Makes call to Hdq. for corrections to case demographics. LIHEAP - Serves as Clerical LIHEAP Coordinator. Sorts, date-stamps and AP applications for the Energy Assistance Program. Complaints - Maintan complaint log. Responsible for reviewing all aspects of the work by the clerical team - ensuring mail, phones, front desk and daily data entry are completed timely and accurately. Volunteer for other work assignments that may arise. ESSENTIAL JOB FUNCTIONS CLERICAL SUPERVISOR POSITIONS - 03/2013 • 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. -Plans, assigns and distributes workload to assigned staff. -Assesses the unit's workload to ensure that staff completes assignments timely and accurately. -Coordinates unit functions and establishes unit goals and priorities to meet objectives established by local administration. -Consults with immediate supervisor on performance issues and proposed corrective actions. -Indicates training needed by unit staff. -Prioritizes incumbent's work assignments on a daily basis. -Determinies when to seek supervisor's assistance. -Approves leave within office guidelines. -Completes EPR's in accordance with DHS 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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