Position Description

Commonwealth of Pennsylvania
POSITION DESCRIPTION FOR JOB POSTING
Position Number: 00302979	Description Activated On: 2/12/2026 11:25:18 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 in this position is responsible and accountable for coordinating IM Clerical and Administrative Support Unit(s) which provides multiple processes and complicated clerical activities to several income maintenance units in two county locations engaged in determining/redetermining client eligibility. Performs, administers and functions as Site Security Administrator, Personal Computer & Telecommunications Coordinator, Electronic Benefit Transfer Systems Administrator, Material Replenishment Coordinator, Negotiable Documents, District Controls, Health & Safety, Facilities Management, and Personnel Management Programs. Analyzes administrative operations, policies, procedures and implements recommendations. The employee carries out the following job tasks as an Administrative Officer I in the Montgomery CAO under the general supervision of the Executive Director.

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.

Studies and analyzes administrative operations and problems, prepares detailed and comprehensive reports of findings and recommendations, and assists in implementing procedural or policy changes in two county locations, one large office and one moderately sized office with a combined total staff of more than 200 employees.

Directs a departmental program with primarily singular objectives or assist in directing a larger program with more varied activities.

Performs public contact work in gathering information, resolving complaints, engendering support, and providing information for two county locations.

Conducts meetings, prepares reports, resolves complaints for two county locations.

Serves as administrative officer of a state board or commission responsible for functions of moderate complexity and scope; schedules, prepares agendas, and makes arrangements for hearings or meetings; supervises various clerical and stenographic
activities in two county locations.

Plans, organizes, assigns, and evaluates the work of clerical staff engaged in enforcing state regulations and dispersing benefits in two county locations.

Plans, organizes, directs and oversees clerical training for new employees in two county locations.

Supervises and directs a staff of technical or clerical employees engaged primarily in a single activity in two county locations.

Assists a high professional or administrative official in the management of agency programs.

Directs office management services for a moderate-sized department including activities such as purchasing, procurement of custodial, security, equipment, and renovations for two county locations. Oversees the ordering and distribution of office supplies, forms, equipment and securing repair and/or support services.

Reviews and understands terms of lease contracts, as well as able to update door codes as necessary for two county locations. Interacts with landlords and department leasing agents to ensure compliance. Serves as Site Security officer for two county locations.

Serves as Health and Safety Coordinator for two county offices. Chairs Health and Safety Committee and conducts monthly meetings, oversees training of committee members. Responsible for adherence to all safety protocols for employees and clients. Ensures proper and current signage and posting of regulations.

Reviews and prepares recommendations and justifications for changes in policies and procedures, budget requests, personnel actions, and management and office services activities for two county locations.

Prepares budget estimates and other fiscal and statistical reports, and monitors budget expenditures, ensures timely payment of invoices, reconciles purchase/banking reports monthly.

Plans, organizes, and creates requests for acquisition and installation of new equipment for two county locations.

Reviews, analyzes, and develops program policies and operating procedures for two county locations.

Insures adherence to administrative standards through maintenance of control systems.

Reviews correspondence, news sources, technical literature, and departmental activities, and informs superior of significant developments and problems.

Collects, interprets, evaluates, and summarizes information to be used as a basis for executive action.

Serves as County EBT (Electronic Benefits Transfer) Coordinator, responsible for all aspects of EBT issuances and security, critical for the timely disbursement of benefits. Organize, review, and prepare documents necessary for EBT Audits and Security audits for two county locations.

Responsible for timely handling of incoming and outgoing mail, procurement and maintenance of postage machines. Reviews specialized reports for specific postal expenditures for federal programs.

Serves as reviewing officer for all clerical staff Employee Performance Reviews. Ensures timely completion of EPR’s. Participates in all levels of corrective and disciplinary action for clerical staff.

Fulfills role of LEP (Limited English Proficiency) Coordinator for both County locations. Responsible to ensure that all LEP persons have meaningful access to the services and programs administered by DHS via the County Assistance Office.

Performs related work as required.

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.

1. Control, plan and direct staff and work assigned to their area.

2. Provides guidance and direction regarding policy interpretations with/without managerial review.

3. Approves or disapproves requests for leave in accordance with policy.

4. Evaluate and take corrective action regarding performance and deviate behavior problems.

5. Make SEAP referrals as deemed appropriate.

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

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Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.

1.	Conducts studies and analyze staff placement.
2.	Develop policies and procedures.
3.	Read and analyze written policies.
4.	Compile and evaluate data.
5.	Travel and overtime as needed.
6.	Ability to speak and write effectively.
7.	Ability to evaluate staff performance.
8.	Operate standard office equipment.
9.	Interpret and apply policies.
10.	Ability to establish and maintain effective working relationships with clients, staff, outside agencies and general public.