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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00176207 |
Description Activated On: 1/12/2026 10:24:27 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. Responsible for the overall administrative functions and budgetary administration for the Washington CAO which consists of two district offices that are in two different locations and separated by 25 miles. Serves as the manager for clerical staff and functions for all of Washington County Assistance Office to ensure all clerical operations are conducted efficiently and effectively. Manages clerical staff engaged in various clerical functions which includes multiple processes; proper disposition of all monies and negotiable items maintained within the district office; and the performance of office activities which are production and control oriented. Administrator of Site security of the computer system, and responsible for the proper operation of all computer hardware and software. |
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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, controls, directs, organizes, and coordinates all clerical operations. Devises and implements procedures to ensure the maximum use of the staff, for an efficient and effective workflow. Responsible for the entire clerical staff that includes training, work assignments, work assessment, equal employment opportunities, discipline, etc. Directly supervises clerical supervisors and administrative functions. This entails regular meetings to discuss workflow, staff changes, and any concerns unique to their areas. Prepares and issues evaluations for clerical supervisors and acts as Reviewing Officer for all other clerical staff. Reviews for approval leave and keeps time and attendance records for supervisees. Attends administrative meetings with the Executive Director and other Management staff. Contributes to the management team decisions on matters regarding the coordination between clerical and IM staff that is pertinent to office operation. Attends meetings of management/supervisory staff. Discusses changes in policy and/or procedures with the Executive Director. Interacts with the Executive Director in matters related to clerical personnel, discipline, work assessment, etc. for advice, approval and resolution. Performs office management services for both offices of the Washington CAO including procurement, lease administration, property control, and security services. Initiates and signs all agency purchase requests as appropriate. Scrutinizes invoices from vendors for completeness and accuracy and submits electronic goods/services confirmations to approve payment. Reviews all purchasing card statements for correctness prior to payment approval. Reviews purchasing card reconciliations for accuracy and completeness. Oversees the agency postage requests for business reply funds and accounting fees. Prepares and monitors the CAO budget for items required by the local offices. Reviews and monitors contracts for the district offices and identifies needs for CAO budget development. Oversees ongoing inventory of stock and timely re-ordering of supplies. Makes adjustment where necessary and ensures appropriate charges to specific cost centers. Monitors the County Disbursement Fund to ensure that forms are processed timely and forwarded to the Bureau of Finance for account replenishment. Oversees the management of the County Assistance Office Advancement Account (CAOAA) assuring that all necessary accounting documents and other paperwork are properly processed and maintained. Acts as Issuing Officer. Ensures all county disbursement checks have been properly prepared and signed. Ensures implementation of DHS Safety program in the main office by overseeing Safety Coordinator’s activities and by serving as the management representative on both safety committees. Ensures fire drills take place semi-annually. Assists in the design of the evacuation plan and responsible for keeping it updated. Serves as Right-To-Know Coordinator by completing an annual inventory of hazardous substances in both offices; obtaining and posting Material Safety Data Sheets; completing and posting Hazardous Substance Survey; and ensuring that appropriate training is provided. Serves as Site Security Officer for PC System and equipment and performs as the Telecommunications Officer. Negotiates and processes all service purchase contracts for the CAO. Ensures office security guards are present and meeting performance expectations. Oversees the physical condition of the worksite. Requisitions equipment, furniture, and supplies as needed. Investigates and obtains any special equipment needed to meet special accommodations for persons with handicaps. Ensures compliance with ADA requirements and HIPPA. Ensures the maintenance and repair of all office equipment such as fax machines, copiers, computer scanner, typewriters, etc. Communicates building issues and problems to the appropriate person: landlord, maintenance provider, etc., and coordinates resolutions. Participates as management representative at the health and safety meetings with the unions. Receives and reviews all staff complaints regarding environmental concerns and resolutions. Determines equipment needs and coordinates service requests. Supervises maintenance and use of office equipment and is responsible for allocation of furniture, data processing equipment, phones and other items throughout the offices as necessary. Investigates reports of broken office equipment and arranges repair services. Reviews and maintains agency furniture and equipment inventories. Establishes the assignment and controls parking spaces in office parking lots. Ensures that clerical support is always available to complete necessary actions related to the delivery of client benefits. Manages, directs, and monitors the assignment and timely processing of LIHEAP applications by clerical. Delegates work equitably and assure its accurate completion. Attends opening and closing of CAO audit. Ensures the collection and distribution of case records within and between district offices to ensure deadlines established by the Auditor Generals are met or that appropriate notification is provided to the auditors. Assesses all findings regarding clerical functions that are audited, and devises plans for corrective action when needed. Maintains current knowledge of Income Maintenance Programs, policies and procedures, and relevant human services issues as they relate to clerical functioning. Analyzes and develops policies and procedures, with the approval of the Executive Director, to provide smooth office operations. Maintains a current knowledge of labor relations policies and takes part in any actions involving the District Office staff; meet and discuss, grievances, etc., and participates in Union Meet and Discusses. Promotes teamwork in achieving the goals of the office/agency. Works to maintain a harmonious work environment and a productive relationship between the staff. Conducts investigations and takes or recommends disciplinary action as appropriate and dispenses discipline. Interprets and applies programmatic policies and provisions of Bargaining Unit Agreements, Management Directives, etc. Ensures compliance with agency rules and regulations such as time and attendance, contractual agreements, EEO, achievement of agency goals, etc. Oversees the Administrative Work Station connected directly to JP Morgan and ensures the proper use of the machine. Monitors and controls card production for the Electronic Benefit Transfer Program. Monitors the issuance, control, storage, and security of all controlled documents such as petty cash, EBT cards, checks, etc. Serves as the EBT Coordinator for Washington County. Investigates and evaluates malfunctions of computer system. Interacts with Headquarters, vendors, and/or contractors to ensure system operations. Analyzes and plans for telecommunications needs. Coordinates all installation of equipment and assists in the installation of programs and provides training to the appropriate office personnel. Oversees the installation, configuration, assignment and maintenance of local and network printers. Evaluates and resolves all office telecommunications problems. Processes CWOPA User Accounts and Terminal Security passwords for new hires and transfers. Ensures the deletion of User Accounts and removal of Terminal Security accounts for all persons who are no longer employed in the office as a precaution against misuse. Participates in devising questions, establishing objectives, and interviewing new hires, objectively assessing and evaluating potential for employment. Participates in this same process for interviewing candidates for promotion. References system information, manuals, handbooks, case records, and other files. Operates Personal Computer. Maintains files and composes letters, memos, reports, etc. Performs mathematical calculations to prepare or verify the accuracy of statistical and other reports. Works under circumstances that may involve dealing with difficult situations or conflict. Engages with the Public to accomplish the objectives of the job. Interacts objectively and in a business-like manner with a wide variety of people. Communicates via telephone or face-to-face conversation and via electronic mail. Receives and analyzes information received verbally from clients and staff at all levels. Understands and interprets job-related materials. Attends work on a regular basis to accomplish assigned duties and adjust work schedule as circumstances warrant. Travels to designated meeting or training sites. Performs other related work as required. THE FOLLOWING ARE THE ESSENTIAL FUNCTIONS: •Frequently moves throughout an office to perform daily job functions. •Frequently files and transports files, work documents, etc., around the office. •Constantly comprehends, interprets, and applies departmental policies, procedures and regulations with regard to county budget, EFAA account, postage meter account, VISA account. Ensures replenishments of accounts as necessary. •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 objectively with the landlord, staff, clients, or the general public and establishes and maintains an effective working relationship with other administrative officials. •Constantly uses computer applications to compose written correspondence to verify and/or request information by utilizing forms, memos, emails, narratives, etc. •Constantly communicates verbally with landlord, staff, clients, and public via telephone, interactive interview, one to one, etc. •Frequently-constantly reviews, gathers, assembles, and evaluates information via telephone, mail and/or in face-to-face meetings and organizes data for presentations, reports and correspondence for use as a basis for executive action. Constantly interprets written and verbal instruction to complete job tasks. •Frequently communicates and provides information to landlord, board, staff, clients and the public through means of a personal computer device. •Frequently-constantly learn job related materials through various teaching methods then implements training needs to staff. •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 develops goals and objectives for clerical support units as well as prioritizing and assigning work through supervisory staff. Reviews and resolves work problems when they exist. •Constantly supervises clerical supervisors each of who are responsible for a clerical unit providing support functions. •Frequently-constantly, sitting on an adjustable chair for extended periods of time; may stand as desired. •Constantly plans and directs overall functions of the clerical section. •Frequently prepares written communication by completing letters, memos, job description, performance evaluation, etc. •Frequently develops audit and evaluate, administrative and operational procedures regarding technical and clerical operations. •Constantly coordinates special projects and reports. •Frequently performs basic arithmetic calculations to monitor emergency fund, transportation reimbursement and postal stamp fund. •Frequently travels to various offices by using public/private transportation as well as ambulate Throughout the office in order to perform daily job functions. 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. Develops and justifies the CAO budget on an annual basis. Reviews and approves ordering and purchasing of supplies. Determines if contracted services are exempt or nonexempt and takes appropriate action. Plans, organizes, directs and evaluates work within the clerical department. Analyzes policies and procedure in conjunction with the management staff and coordinates implementation within district offices. Responds to and resolves issues affecting the safety of staff, including developing/maintaining office safety plan. Monitors CAO leases and contracts for compliance. Resolves issues regarding the CAO’s automobiles. Establishes goals and priorities in conjunction with overall agency goals. Ensures that workload is equitably distributed and is assigned properly. Makes decisions regarding HR matters and make SEAP referrals as deemed appropriate. Determines when to seek supervisor’s assistance. Approves or disapproves request for leave in accordance with policy. Limited to giving conditional approval of FMLA covered Leave, and approves leave without pay (AO) only after consultation with the IM Administrator III or HR. Completes EPRs in accordance with DPW 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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