|
Commonwealth of Pennsylvania |
|
|
POSITION DESCRIPTION FOR JOB POSTING |
|
|
Position Number: 00261403 |
Description Activated On: 7/21/2026 8:32:16 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 is a Clerical Supervisor position within the Nursing Department, independently responsible for support to the Chief Nurse Executive (CNE) and coordination and management of operations within the Nursing Department. The position has responsibility as the direct supervisor for two Clerical Assistant 2s. |
|
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. This is a confidential position. An employee in the Clerical Supervisor position for the Nursing Department is a complex position that requires a high-level of independence, being solely responsible for performing a variety of complicated clerical assignments. This includes analyzing the departmental level operations and procedures, conducting work studies and hospital-based research, preparing reports for DOH/CMS/DRP surveyors, DHS/OMHSAS staff assigned to other facilities, senior leadership staff, other departments, and community services engaged with Warren State Hospital. This involves occasional public relations duties, being individually responsible for creating, analyzing, retraining, updating, and making changes autonomously to databases, spreadsheets, and reports that are directly related to the hospital’s compliance with established requirements and governing bodies’ regulations. The employee must be able to function with the bare minimum amount of oversight, supervision, and guidance. This profession has the responsibility as the Supervisor for two Clerical Assistant 2 positions; one clerical position located in the nursing department and one clerical position located on the units functioning as a ward clerk, to include their formal performance evaluations. This role freely assigns work, prioritizes assignments to ensure deadlines are met, reviews completed assignments, offers support through guidance and training, assistance and education to ensure tasks are completed to meet needs of the 24/7 department functions. Unaided with the study and analysis of information contributing to the development of sound operational procedures. This role is expected to provide autonomous clerical support to the Chief Nurse Executive (CNE), Nursing Office, Nursing Education, and be a supervisor for clerical functions at WSH. This involves managing processes based on daily needs, changes due to internal/external influences, priorities and time constraints. Ensures the confidentiality of all documents, records, reports related to nursing services, nursing employees and patients. This is comprised of the sole responsibility for numerous trackers including spreadsheets and databases utilized to assist timekeeping, Human Resources, hospital management and administration, and other departments such as Performance Improvement, Social Services, and the business offices to promote regulation compliance and survey readiness. Formulates reports that are gathered from multiple areas including unclear and non-guided sources, with the expectation the person in this role will determine the appropriateness of information for inclusion and freely make a final decision about the most effective method to present the information that supports the processing need. This employee seeks information from sources that are not always specified, established or defined when supporting documentation or rules/regulations are ambiguous, autonomously making the final determination based on the appropriateness of information. A Clerical Supervisor for the Nursing Department assists the CNE, Nurse Managers, and all Executive Staff members in gathering information and preparation of all reports (daily, weekly, monthly, annual, etc.) managing due dates to ensure timely completion; maintaining CNE calendar of appointments, meetings and memoranda, managing scheduling conflicts, canceling scheduled meetings, when necessary, and rescheduling where appropriate. Take dictation from the CNE/Nurse Managers and other department heads, and accurately transcribe into draft and final form; transcribe dictation from various nursing and hospital meetings as assigned; type from verbal/written notes, transcription notes, Dictaphone/tapes, etc. Screen telephone calls and visitors for CNE and record, document, and report necessary information. Review and distribute all incoming departmental mail/packages, arrange in order of importance for the CNE. Prepare replies and routine correspondence for CNE’s signature, noting format, grammar, accuracy and neatness. Unaided by making certain errors are corrected before they reach CNE or other Executive Level Staff/department heads for signature or before distribution. All such work must be completed timely, absent of prompts, and without further review necessary. Type and proofread various forms of correspondence including notes, reports, forms, policies and procedures. Copy and distribute various nursing and related reports, memos, letters, and forms for DHS, OMHSAS, CMS, etc. Coordinates the processing of the quarterly/bi-annual and annual Performance Evaluation System by packaging necessary materials with instructions, sending them to the CNE and returning to HR office, in order to provide for timely evaluations. Independently organizes the management of nursing staff schedules as part of a review before submitting timesheets to HR timekeeping. Manages overall operation of the Leave Program for the Nursing Department, works with and supervises clerical staff to ensure leave is recorded on schedule, submitted/approved via ESS; prepares, maintains and submits bi-weekly schedules. Maintains seniority status of employees and ensures daily staffing sheets are updated and completed in a timely manner. This position is responsible for individually preserving staff records by posting, filing reassignment bids and typing reassignment letters. Maintains file of current nurse licenses and files for employees, committee, and administration, clinical and educational information to ensure required information is accessible and available as needed. Develops and maintains confidential database for Personnel Cards containing pertinent Nursing employee information for easy retrieval. Maintains online position description system ensuring position descriptions for nursing staff are up-to-date and accurate. Secures and maintains equipment/supply inventory/maintenance by ordering supplies and equipment, processes requisitions from storeroom or outside nursing department; ensures sufficient supplies are available on wards and in department to meet operational need. Maintains and processes capital budget requests. Assists appropriate staff in the operation of personal computer, copier, office equipment, ensures equipment is working properly, may contact vendor for repair, etc. as needed. Make travel arrangements/reservations for the Nursing Department staff, process expense reports, communicate with staff regarding finalization of all arrangements. ESSENTIAL JOB FUNCTIONS - Clerical Supervisor Reads and understands information. Strong oral and written communication skills. Understands verbal directions and engages in problem solving discussion. Writes and types error free documents, reports and other correspondence. Operates basic and advanced office equipment. Files information in file cabinets. Operates the telephone. Receive and maintain certification in basic crisis intervention techniques. Maintains good working relationships with staff, management, and patients. |
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. Makes decisions independently regarding clerical duties and provide direct supervision of Clerical Assistant 2's. Consults with Chief Nurse Executive as necessary. |
||||||||||||||||||||
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.
|