|
Commonwealth of Pennsylvania |
|
|
POSITION DESCRIPTION FOR JOB POSTING |
|
|
Position Number: 00201917 |
Description Activated On: 2/24/2026 4:23:40 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. Employee is responsible for the overall administrative functions and business administration of the Blair CAO. Serves as the manager for clerical functions in the Blair CAO. Acts as site administrator for the computer system and is responsible for the proper operation of all computer hardware and software. The employee performs the overall office managerial duties for the entire Blair County Assistance Office with a staff complement of 66 permanent positions, 9 limited term LIHEAP positions and 36 permanent positions. |
|
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. Employee directly supervises a Clerical Supervisor 1 which entails holding regular meetings to discuss workflow, staff changes, and any concerns unique to their areas. Prepares EPRs for the Clerical Supervisor 1. Employee acts as the reviewing offer for all other clerical staff. Reviews leave for approval and keeps time and attendance records for supervisees. Indirect supervision is given to a staff of one (1) Clerical Assistant 3 and six (6) Clerical Assistant 2 positions and three (3) limited term Clerical Assistant 2s. the employee also indirectly supervises two (2) Security Guards under special contract, and the janitorial staff contracted through the landlord. Coordinates all teleworking activities for the CAO, which includes prepping employees who have been granted permission for remote working (PCs, laptops, Ethernet Cords, and other IT peripherals), and tracking all equipment signed out or returned from teleworking. Also, provides remote support to teleworkers who are having IT related complications. Employee must be aware of and stay up to date on all telework policies and procedures, locally and statewide. Uses various Microsoft and other software products, including, but not limited to: SharePoint, Forms, Excel, Teams, and Word to enhance the communications and operation of the clerical unit and the overall office. Is responsible to maintain and update the Blair CAO SharePoint site, including some of the fundamental shared documents, including, but not limited to an office directory, caseload listing, supervisory assignments, and seating chart. Performs office management services for the Blair CAO including procurement, lease administration, property control, and security services. Ensures office security guards are present and meeting performance expectations. Attends administrative meetings with the Executive Director and other management staff, plans and coordinates work and relationship between the clerical and income maintenance staff, and deals with issues 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. Ensure that clerical support is available at all times 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 assures accurately completed. Participates in the interviewing and selection process for clerical positions. Ensures proper implementation of time and attendance policies for the clerical unit. Evaluates performance of subordinates in accordance with agency guidelines and procedures. Attends opening and closing CAO Audit. Oversees the collection and distribution of case records within the office 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 along with the Clerical Supervisor for corrective action when needed. Maintains current knowledge of Income Maintenance programs, policies and procedures, and relevant welfare issues as they relate to clerical functioning. Serves as point of contact and have general oversite of site security reviews such as: EBT, FTI, OCSE, and QC reviews of Blair security processes. Monitors the issuance, control, storage, and security of all controlled documents such as petty cash, EBT cards, checks, and has oversight of EBT security logs and controls. Oversees the Administrative Workstation connected directly to Conduent and ensures the proper use of the machine. Monitors and controls card production for the Electronic Benefit Transfer Program. Complete annual review of which closed client case records can be purged and/or destroyed. PURCHASING/CONTRACTS: Employee is the office liaison with the Bureau of program Support in purchasing and budget transactions. Employee works directly with the Executive Director in purchasing supplies and equipment necessary for the efficient operational functions of the office. Employee is an authorized cardholder for the Master Card purchasing card. Employee makes Master Card purchases/payments, maintains Master Card records, PW1710's and reconciles the Master Card statement each month. 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. Reviews and maintains agency furniture and equipment inventories. Oversees ongoing inventory of stock and timely re-ordering of supplies. Makes adjustment where necessary and ensures appropriate charges to specific cost centers. Initiates and signs all agency purchase requests. Reviews invoices from vendors prior to forwarding to the Comptroller's Pre-Audit Division. Reviews and monitors contracts. Negotiates and processes all service purchase contracts for the CAO. CAO Advancement Account: Employee is custodian for the CAO's checking account. Employee reconciles and balances the bank statement weekly. Employee placers stop payments on stale dated checks in accordance with policy. Employee is responsible to ensure the account is always balanced. LANDLORD LIASON: Communicates building issues and problems, including for areas occupied by Area 7 staff, to the appropriate person(s): landlord, HVAC maintenance provider, Facilities, and others. Receives and reviews complaints regarding environmental concerns and resolutions and advises the Executive Director of same. SAFETY COMMITTEE: Serves as Chairperson for the Safety Committee. TELECOMMUNICATIONS: Serves as Site Security Officer for PC System and equipment and performs as the Telecommunications Officer. Ensures the maintenance and repair of all office equipment such as fax machines, copiers, computers, scanners, printers, typewriters, etc. Investigates and evaluates malfunctions of computer system. Interacts with IT/Telecom staff in HQ, 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 new with all office telecommunications problems. Submits ServiceNow Onboarding tickets for new hires and transfers to Blair CAO. 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. Troubleshoots system problems both hardware and software, either unilaterally or in coordination with the DHS Helpdesk. Submits ServiceNow Tickets when necessary. Coordinates moves of PC/phones for new employees and current employees relocating within the office. Performs other related work as required. Equipment Used: PC, printer, scanner, photocopier, fax machine, typewriter, telephone/data patch panels, NT server. 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, CAOAA account, postage meter account, Master Card account. Ensures replenishments of accounts as necessary. Constantly operates various types of office equipment such as, but not limited to; personal computers, laptops, 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 communicates and proves 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 whom 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. Employee reports directly to the Executive Director and is solely responsible for technical and administrative related duties. The employee operates with considerable independence and demonstrates initiative in developing and improving agency processes and workflow. Assesses the needs of clerical staff and provides supervisor any oversite, as needed. |
||||||||||||||||||||
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. N/A 5. N/A 6. N/A |
||||||||||||||||||||
Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
|