Position Description

Commonwealth of Pennsylvania
POSITION DESCRIPTION FOR JOB POSTING
Position Number: 00110501	Description Activated On: 1/15/2026 12:10:57 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.

This position is responsible for providing clerical services for the Occupational Therapy, Therapeutic Activities Services Department and other SRS departments as needed.

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.

Specific duties include:
Office/Canteen Supplies: Order once a month or as required. Maintain fully stocked supply closet and order needed supplies from storeroom. VAS canteen supplies order when requested.
Equipment Orders: Complete paperwork for when equipment needs to be ordered through SRM.
Work Orders: Enter into MAPPER when needed (wheelchair repairs, etc.)
Protocols/blurbs for programs: Maintains online.
Occupational Therapy Clinic Schedules: Prepare schedule by Wednesday of each week based on therapists’ input. Copy to Health Clinic, Physical Therapist, OT Supervisor, Chief OT, and OT staff.
Wheelchair and Bed Alarm Sensor Pad Labels: Print out labels with consumer name when wheelchair changes occur. Print out template with information for bed alarm sensor pads.
Department Manuals: Maintains TAS, Emergency Operations, and MSDS manuals; update as needed.
Speech Therapy: Obtains contract speech therapists time records from OT office, scans copy to OT supervisor, and/or Chief OT for approval. Obtains Speech Therapist’s monthly report. Scan to OT Supervisor and/or Chief OT for review. Scan onto shared drive to folder for OT PI goal.
Meetings: Acts as recorder for CSP meetings once a month or as requested.
Mail Run: Once a day.

Policies: Places in binder. Memo to staff of changes to document them reading them. Monitors for signatures for confirmation.
Sign-In Sheets: Creates sign-in sheets for TAS and Occupational Therapy. Copies scanned to Ashley for verification Friday afternoon. Original to Timekeeping after approval.
Building 34 Town Hall: Maintains schedule.
Copier: Replenish supplies and call for maintenance when needed.
Employee 4-week schedule: Reflects days off. Originates 4-week schedule template every month. Sends to TAS Supervisor.
Staff Changes: Updates email distribution lists. Updates phone directory.
Typing: For TAS/Occupational Therapy when needed. Updates excel inventory lists on shared drive for OT of wheelchair and adaptive equipment upon receipt of changes from OT staff.
Semester Changes: Receives building 34 and 35 weekly schedules with changes for upcoming 14-week semester. Remove consumers from the programs that are staying the same. Delete programs not offered in the new semester. Add any new programs and names of assigned consumers being offered for the semester. Input programs, dates, staff and consumers into HER and PTS as directed. Print out and verify for accuracy.
Consumer Selection: Develop new semester long sheet template for compilation purposes. Consumers entered into EHR and PTS once program selection is complete as referred to in semester changes. Print and verify all information for accuracy.
Consumer Schedules: Print out consumer schedules. Upon request, provide large print for visually impaired individuals. Review to make sure no duplications. Make 4 copies and 1 large copy.
Program Changes for Consumers: Receives add/delete form approved by TAS Supervisor to make changes for consumer programming. Makes necessary changes in the system. Prints out new schedule for specific consumers. Distribute to appropriate staff. Change daily schedule to reflect if leader or location is changing. Print out 4 copies of updated schedule.
Attendance Sheets: Print out attendance sheet for each program for leader of group. Print out daily lobby report, used for accountability.
Daily Program Attendance: Inputs for building 34 and 37. Save attendance for 1 year on monthly binders.
Daily Program Schedule: Each day prepares the daily schedule for the next day and saves in the shared drive by day of week and program time slot. If down time, will generate future days but will not print in case of changes. Each day print out the next days program schedule. Edit schedule calendar in Netsmart on daily basis as needed to assign practitioners.
Admission Packets: Upon request keeps up to date packet in filing cabinet for when admissions occur.
Modified Schedule:
Develop when current semester is closing. List of programs being offered during the week is received from supervisor. Develop daily modified schedule for each unit. Print PTS lobby sheet with name of program listed on it and provides to staff. Attendance for the programs is not input but add up the number of attendees for each program and indicate on attendance sheet. Two program time slots daily. Keep copies for 1 year period and then discard.
Wellness Center: Sends employee waiver of liability when fitness membership needs to be renewed; completed on employee’s anniversary date. Obtains necessary signatures. Removes old form and replaces with new form in binder. Send wellness packet to staff when request to join. Submit work order for key. Employee withdraws form membership – key is returned to TAS department and forwarded to maintenance department. Removes employee names from database.

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.

1. Answers employee, supervisor and department head questions in regard to overtime and leave.
2. Receives information and decides who to share the information with and how to effectively communicate it
3. Answers employee, supervisor and department head questions in regard to program supply orders and vendors.
4. Determines priority of work assigned in order to meet deadlines.
5. Formats correspondence, schedules, bulletins and information tracking forms.

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.

1.	Read, write and communicate orally in English.
2.	Processes work orders as requested.
3.	Composes and proofreads materials to ensure the transfer of information is correct and complete.
4.	Effective communicate with other department staff to convey or obtain information.
5.	Replenishes office supplies in cabinets/storage areas/copier rooms and VAS canteen supplies as requested.
6.	Files information and updates office operating manuals.
7.	Ability to operate office machines such as computers, copiers, printers, calculators, fax machines, etc.
8.	Ability to develop, organize, and maintain office files and computer files and applications as requested by active treatment program centers.
9.	Ability to maintain confidentiality of patient information.
10.	Work overtime as required, subject to emergency call in. Completes required CPR and MANDT safety training.