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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00174431 |
Description Activated On: 3/26/2026 8:40:44 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. The employee occupying this position is responsible and accountable for clerical processing of records and assignments dealing with Public Assistance, Medical Assistance and SNAP Programs in accordance with State and Federal mandates. The employee carries out the following job duties in the Washington District Office of the Washington County Assistance Office under the general supervision of a Clerical Supervisor. |
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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. Familiar with opening and closing procedures of Reception. Pulls and prints compass applications PA 600’s; and receives hand written PA600’s for Public Assistance programs and LIHEAP. Performs file clearance of applicants and recipients. Reviews, registers, and scans PA600’s (CAF’s) into Application Processing and issues new case record number when necessary. All information supplied by the applicant via the PA600 is data entered into Screened status. Greeter in Reception-able to help clients and triage to CE when necessary Knowledgeable of all functions in Image Trust. Upfront scanning of all verifications that comes through front Reception window, applications and all incoming mail Performs switchboard operator duties, answering of main phone line in CAO, fielding questions from clients and general public, forwarding calls to appropriate parties. Performs mail duties by delivering inner-office mail to appropriate parties, collects outgoing mail, sorts and process for postage. Sorts, file clears, date stamps, and scans all letters, documents for CAO staff. Update postage on the mail machine. Keep track of LIHEAP mail processed during LIHEAP season. Posts recordings on appropriate message boxes. Retrieves information from application mail box, contacts caller when necessary and mails out applications. Pulls voice messages, file clears and forwards to appropriate IMCW or IMCW Supervisors. Posts information on various logs. All logs are electronic. On-line data entry is completed on cases via instruction sheet, e.g. case comments, updating individual and case information. Performs computer file clearance of individuals applying for benefits including the identification of active recipients. Destroys material and folders according to departmental regulations. Types letters and memos regarding recipients when instructed by IMCW or IMCW supervisor. Provides coverage when needed for reception area by greeting persons coming into the office. When necessary, assists person(s) to determine the appropriate staff needed to be contacted. Retrieves PA78 information, tracks in ARCC system-narrates, scans and image receipt of PA78 Requests and receives PA189 Report from APPMAP and distributes accordingly. EBT card maker or pinner. Cardmakers enter information into the EBT Tracking Database Maintains appropriate logs for controlled documents. Receives Low Income Home Energy Assistance Program (LIHEAP) applications via the mail and compass computer program. Date stamps, file clears, data enter into AP system, scans and images application and supportive documents. Assigns and forward application to appropriate IMCW. Knowledgeable of the CAOAA (CAO Advanced Account which replaced EFAA) Enter information into ESS via the CAOAA system. Assigned to either the District or Donora office. Ongoing learning of all Clerical job duties-NH, NB, CYS, Adoptions, ICT’s, 764’s, CL changes, 78’s, ARCC, Hearing & Appeals, etc Performs other assigned duties as necessary. DISTRICT 2 CLERICAL: will pick up mail from the Post Office, sort mail between 65/4 and 63/2 and distribute to appropriate clerk/worker. Deliver processed mail to the Post Office. Follows an electronic CSR rotation for all waiters. Rotates the Reception duties on a weekly basis. Follows the Donora Clerical Collaboration Guide for the shared duties between 63/2 and 65/4. Performs other assigned duties as necessary. THE FOLLOWING ARE THE 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. Directs clients to proper contacts. Determines urgency and/or problems and who must handle them. Screens and refers calls to the proper person. Prioritizes work assignments on a daily basis or as directed by supervisor. Determines when to seek supervisor’s assistance. |
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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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