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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00161140 |
Description Activated On: 10/20/2026 7:51:02 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 Clerical Assistant II position is assigned to the Clerical Support Unit of the Jefferson County Assistance Office. |
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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. In a timely manner, and in accordance with procedures, identify/clear and register applications received; complete the necessary Application Processing (AP) screens; resolve any discrepancies needed to have applications registered successfully; alert IMCW of discrepancies; provide necessary printouts; pull existing case record or establish new record as necessary; route applicants to appropriate persons according to activity; process application rejection in AP when instructed; access appropriate Case Initiation (CI) screens to complete the application process. Access appropriate menus to data entry of transactions. As necessary, case system data is accessed to check accuracy of information. As requested, type and issue controlled documents for client benefits such as county disbursement checks, EBT cards; log on appropriate controlled document log; ensure timely distribution of these documents. Type letters, memos, inter-office forms, and envelopes. Scan SAR's, LIN's, applications and all verifications from the mail or given over the counter and any other material as necessary. Process overpayment referrals by accessing ARRC system and completing appropriate screens. Issue EBT cards and perform necessary inquiries as requested; record issuance on log; perform benefit hold transactions; resolve problems encountered when error messages are received; maintain printer by changing ribbons as necessary. Process incoming mail and email as assigned; identify and route to appropriate persons. Prepare outgoing mail; process through mailing machine; as necessary, request postage. Operate other office machines as necessary. Scan and Transfer case record material as requested by other CAO’s; request case material from other CAO’s and process when received. Provide general information to callers such as providers requesting verification for billing purposes; transfer calls, as necessary, to appropriate persons. Scan material in case records and files. Attend meetings, conferences, and training as necessary. Perform other related duties as assigned. In personally conducting yourself and performing your work, you are to follow departmentally and locally established processes, rules, and regulations being sure to treat all persons with dignity and respect and to serve all persons in a non-discriminatory manner. Information about a client’s specific circumstances is to be held in confidence and is only to be shared with others on a need to know basis and only in accordance with department policy on confidentiality. All work and activities are to be performed in a safe manner aimed at preventing accidents and/or injuries. As receptionist, greet all persons coming to the office in a professional and respectful manner; keep a log of all visitors and promptly notify appropriate staff. Answer general telephone inquiries; screen phone calls; take and deliver messages on a timely basis; check the voice mail; refer calls to appropriate person or designated substitute in accordance with local procedures. Accept correspondence and other material from clients/applicants; as requested, make photocopies of such times for worker information. Compile benefit information/application packets; forward information as requested by perspective applicants. 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. • 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. Route walk-ins, applicants, and phone calls to appropriate person according to activity. Route mail to appropriate persons. |
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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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