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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00203640 |
Description Activated On: 7/21/2026 10:04:49 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 Clerical Assistant 2 position provides clerical and administrative support functions in the County Assistance Office (CAO). The position follows the chain of command and reports to a Clerical Supervisor who reports to the Executive Director. |
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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. Provides receptionist support at the Front Desk. This includes, but is not limited to, accepting and reviewing applications ensuring that they are complete and contain accurate information; answering questions either in person or via the telephone and providing accurate information to clients as per LIHEAP regulations and procedures; checking and retrieving LIHEAP applications, mail and verifications periodically from the inbox in the Reception area. Assists clients in completing application forms. Online data entry is a primary duty and completed on cases via DHS instruction sheet. Is familiar with opening and closing procedures of Reception. Greets persons in Reception and able to help clients and triage to the appropriate staff person when necessary. Provides coverage when needed for reception area. Receives and imports applications and renewals from the COMPASS system for all Public Assistance programs including LIHEAP. Scans and processes all correspondence received at the County Assistance Office (CAO) from paper and electronic sources. Performs file clearance of applicants and recipients including the identification of active recipients. Reviews, registers, and scans all applications and case record documents into the Electronic Client Information System. All information supplied by the applicant via the application/renewal form is data entered into the Electronic Client Information System. Performs all functions in Image Trust by scanning and attaching all verifications received at the County Assistance Office (CAO). Performs telephone duties including but not limited to 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 mail, and processes postage. Examines mail to prioritize items accordingly and determine mail classification for processing. Sorts, file clears, date stamps, and scans all letters, documents for CAO staff. Updates postage on the mail machine. Tracks LIHEAP mail processed during LIHEAP season. Retrieves information from phone messages and all Resource Accounts (electronic email and voice mail), contacts caller when necessary and mails out appropriate forms. Pulls voice messages, faxes, emails, and IMCW requests from resource accounts and processes items accordingly. Maintains and updates electronic clerical logs within OneDrive adhering to clerical procedure and designated rotation. Maintains control documents such as records and logs by typing or posting pertinent information about data individuals, or materials onto the document to reflect the disposition, amounts, results, production, time, organization, status, transaction, or other details. Adheres to the Safeguarding IRS IEVS Information restrictions and guidelines by protecting Federal Tax Information. Types letters and memos regarding recipients when instructed by IMCW or IMCW supervisor. Exhibits flexibility by learning and completing all Clerical rotation tasks and performs all assigned duties as necessary. Retrieves PA78 information, tracks in ARRC system and narrates, scans and images receipt of PA78. Requests and receives PA189 Report from APPMAP and distributes accordingly. Performs EBT card maker or pinner responsibilities. Document tracking data into EBT Tracking Database. Adheres to EBT procedures and EBT Security policies. Maintain HS764’s to reconcile end of day card count. Submit weekly EBT log to Administrative Officer and maintain physical cards. Is knowledgeable of the CAOAA (CAO Advanced Account) and enters information into the CAOAA system including printing required checks for benefit issuance. Continues the ongoing learning of all specialty Clerical job duties and procedures including Long Term Living, newborns, CYS, Adoptions, intercounty transfers, caseload changes, overpayments, Hearing & Appeals, etc Provides feedback and suggestions for efficiency to the direct supervisor. Follows procedures established by the office management. Adheres to all OIM and OA/HR policies including but not limited to: Code of Conduct, Case Processing Code of Conduct, Limited English Proficiency, Sexual Harassment, Workplace Violence, IT Security Awareness and Acceptable Use, and all leave and Time and Attendance policies. Performs other assigned duties as necessary. Additional for DISTRICT 2 CLERICAL: Picks up mail from the Post Office as assigned and sorts mail between 65/4 and 63/2 for the appropriate worker. Deliver outgoing mail to the Post Office as assigned. Follows the Donora Clerical Collaboration Guide for the shared duties between 63/2 and 65/4. The following are 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. DDirects 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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