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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00114576 |
Description Activated On: 7/29/2026 10:40:54 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 employee is responsible for supervising within the Clerical Hub of up to seven clerical employees engaged in routine and/or moderately complex clerical work. Evaluates, monitors, and instructs subordinates to ensure accurate and efficient support to IMCW staff. Assigns work with equity to subordinates. Identifies personnel problems and recommends appropriate action. Provides direct clerical support to the District Director and Administrative Staff regarding confidential matters and other administrative duties as assigned by the District Director. Provides a wide variety of complex secretarial services to the District Director, IMA1s, AO1, and HR. |
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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. Plans and assigns work to staff to ensure smooth processing. Work includes the supervision of subordinates through the assignment and review of work, training, employee development, performance evaluation, leave approval/disapproval, grievance handling, and addressing employee complaints. Technical and policy problems are discussed with the District Director and changes in operating procedures are subject to review and approval. Supervision is received through personal conferences, observation of the unit’s efficiency and effectiveness, and the review of completed work reports. Assigns work with equity to subordinates and recommends areas of training or discipline needed by staff under supervision. Monitors leave usage of assigned clerks. Provides and/or supervises document and spreadsheet preparation services for the District Director. Sets up and prepares memos, correspondence, reports, expense vouchers, etc. Reviews correspondence prepared for the District Director's signature for grammar, format, completeness, and adherence to agency policy. Serves as primary Timekeeper, monitors signed Time sheets and follows up with supervisors and management if needed to ensure reconciliations are signed and filed. Uses independent judgement to identify and resolve any noted discrepancies. Will notify the District Director and/or Administrative Staff as necessary. Cooperates with others for daily review of all electronic mail that comes into the Southeast District Office email account (generic mailbox). The mailbox is used for receiving public inquiries or complains forwarded from the DHS Secretary's office, requests from other CAOs, information or requests from affiliate social service agencies, messages from recipients, etc. Assesses the nature of messages and either deals with the message on their own or refers it to an appropriate staff member. Files general correspondence, policies, Director's policy updates, etc. (includes Filing new and destroying obsolete information) Files medical certificates, daily attendance records, and leave documentation. Serves as a backup for maintenance of the County Assistance Office tracking spreadsheet for Hearing and Appeals: logs appeals; forwards all appeals to the appropriate Office of Hearings and Appeals location; notifies the Office of hearing and Appeals Office of client withdrawals, and tracks client withdrawals in the ECM system and District Assess Shared Files. Forwards hearing decisions to the appropriate parties and enters the decision in our log. When notifies, alerts the appropriate supervisor and caseworker of scheduled hearings. Reviews training schedules and rosters for potential schedule conflicts. Will follow up with supervisors or management regarding hearing coverage if necessary. Performs lead work and supervisory coverage for up to three Clerical Assistant 2 staff who perform secretarial related assignments or assisting functions. Provides training as needed. Assigns and reviews work. Provides feedback on said work to the immediate supervisor of the CA2s and the District Director Provides guidance and oversite to any Clerical Assistant 2 who is responsible for assisting with various duties during the employee's absence. Opens, date-stamps, reads, and sorts incoming mail delivered to the District Director, Managers, and AO. Maintains control over the District Director's outgoing mail correspondence and some incoming items. Independently prepares standard replies regarding relevant areas. Research and gathers source information from files, staff, etc. for the purpose of drafting replies to correspondence. Independently composes replies to, or routes mail not requiring District Director's/management attention, to appropriate staff, departments, and units. Takes and transcribes minutes of various meetings, including management, supervisory, staff, labor management, and meet and discuss as necessary. Maintains the Southeast District Office log and any physical records of all special processing (confidential) case records meeting criterion outlined in the OIM Statewide Procedures Employee Code of Conduct. Notifies the District Director of cases that ned to be reviewed for inclusion in, or exclusion from, the confidential case files. Controls access to the file cabinet that houses confidential records. Prepares confidential documents for management team members, including staff reassignments and unit changes, prior to distribution to staff. Receives Alternate Work Schedule Request forms, creates draft of AWS Schedule in accordance with AWS Agreement for review and approval by management. Receives Leave Selection Request forms, creates draft of Leave Selection Requests in accordance with Leave Selection Agreement for review and approval by management. Monitors Master Leave Selection calendar as changes occur, notifying management and employees as necessary. Generates the Daily Absence Report using this calendar or directs CA2 to complete. Maintains master list of Exemptions to the Reasonable Dress Standards (RDS) and Supplementary Employment. Local Performance Review coordinator. Disseminates, collects, and scans to HR. Serves as backup EBT card pinner or card maker. Receives and logs Tipline complaints; forwards complaints to appropriate administrator/supervisor; controls for timely response to complaints. Maintains and coordinates the master schedule of in-person meetings at the Southeast District Office and updates the conference room calendars. Ensures the District Common Use Phone line is set up for N-Hearings (client onsite/IMCW on the phone) Travel Manager – enters travel expense reports as needed. Uses a variety of Microsoft programs including, but not limited to Excel, Outlook, Word, Teams, and SharePoint. Performs work related duties as required/assigned. Equipment Used: Personal Computer (PC) or laptop, Photocopier, FAX, Telephone/headset, scanner, calculator. ESSENTIAL FUNCTIONS Frequently moves throughout an office to perform daily job functions. Frequently files and transports files, work documents, etc., throughout the work site. Constantly operates various types of office equipment such as; but not limited to, personal computers, copy machines, fax machines, data entry devices, scanners, carts, telephones, calculators, etc. Constantly interacts with employees, customers and management 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. Constantly gathers, assembles and evaluates information provided via telephone, mail and/or face-to-face. Constantly interprets written and verbal instruction to complete job tasks. Constantly interprets and applies OIM and clerical support policies, procedures and regulations. Frequently learn job related materials through various media and teaching methods. Constantly interact objectively and with sensitivity to employees, applicants, customers, management in stressful or difficult situations. Maintains and posts control logs, records, schedules, etc. Frequently-constantly, sitting on an adjustable chair for extended periods of time; may stand as desired. WORK CONDITIONS Assigned 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. Determines appropriate actions and responds directly to staff regarding Hearings and Appeals related concerns, Random Moment Surveys, Travel Special allowance reports, etc. Determines needs of callers/visitors/email/regular mail contacts and determines whether it warrants an ordinary reply or referral for appropriate services, or a referral to another OIM/CAO personnel, or research and gathering of information for management. Employee must be able to handle multiple tasks simultaneously, and deal with stressful situations in a professional manner, ensuring that operational needs are not disrupted. Employees must also deal with staff and the public in a professional manner. Divides tasks between the District Assistant secretary and the additional assisting CA2s. Identifies and creates filing system to control all incoming correspondence such as Quality Control exceptions, complaints for Office of Inspector General, Hearings and Appeals, etc. Delegates work equitably and appropriately within the secretarial clerical unit. Knowledge of English grammar, spelling, and punctuation at a level equivalent to that used in writing for the position. Knowledge of standard office procedures, practices, conduct, and actions necessary in maintaining harmonious working relationships. Ability to plan, assign work, and ensure consistent processing flow by assigned clerical staff. Ability to present ideas, methods, procedures, and instructions clearly, effectively, orally, and in writing. Ability to assemble, correlate, and appraise facts to identify and/or resolve existing or potential processing problems. Ability to examine, review files, forms, documents, and records that have been processed by clerical for completeness and accuracy. Ability to rate the performance of clerical employees in the work unit. Ability to act judiciously in considering employee complaints, making adjustments and recommending ideas on decisions. Ability to plan, provide guidance in the establishment and reorganization of filing systems, record keeping systems, and processing procedures, etc. Provides training and guidance in the implementation of new policy and procedures related. Keeps staff informed of changes relevant to their positions. Provides counseling and administration of discipline after consultation with the District Director. Reviews leave usage and proper entry of leave into the Employee Self Service System (ESS). Ensures proper procedures ae followed in staff calling off from work. |
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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: N/A 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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