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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00308221 |
Description Activated On: 7/1/2026 1:00:10 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. The employee occupying this position performs clerical work of moderate complexity requiring the utilization of a PC and the processing of a variety of documents. The employee is responsible for interaction with computer systems for input of data into the online programs of the Department of Human Services. Work includes support services to Income Maintenance Caseworkers and Supervisors and interacting with the public in person or by phone. Work is subject to periodic changes in operating procedures and requires adaptability. Work is performed under general supervision. The employee carries out the following job tasks in the Cumberland County Assistance Office, under the supervision of the Clerical Supervisor. |
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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. Processes client information by entering data into the Client Information System (CIS), the Low-income Home Energy Assistance Program (LIHEAP) system, MAPPER system, EBT system and other automated computer programs from information provided by the client or caseworker. This includes file clearance, application processing and case initiation activities, EBT card issuance as well as the tracking of other data. Types letters, memos, forms and other documents from handwritten or other draft form into final form. Proofreads to assure correct spelling, punctuation and format. Provides secretarial support to caseworkers and supervisors, including assisting with mailings to clients, typing correspondence and helping to resolve data-entry problems. Performs work using Microsoft Office and Microsoft Outlook. Assists with maintaining the agency supplies inventory and forms for caseworker and client use. Serves as receptionist, phone operator and work processer at regularly appointed times. Greets individuals visiting the office and directs to them to the appropriate service. Has knowledge of community services outside the agency and provides information to clients. Processes applications received at the front desk, through the mail and from the drop boxes and routes them to the appropriate caseworker. Directs phone calls to the proper person. Takes messages and delivers them to the appropriate employee as needed. Processes work as directed by caseworkers and supervisors via department forms. Files records and shreds purged information as needed. Operates and maintains various office equipment, including copier, printer, fax, typewriter, shredder, scanner and mail machine. Opens, distributes and processes mail as needed. Establishes and maintains acceptable personal relationships by interacting with clerical staff and other coworkers within the County Assistance Office, interacting with the general public either in person, on the telephone, and/or in writing, interacting with supervisory and/or managerial staff in a courteous, respectful and nondiscriminatory manner, in order to work effectively with coworkers, supervisors and the general public. Maintains acceptable attendance by demonstrating punctuality, adhering to policies concerning sick leave usage, scheduling annual and personal leave in advance, adhering to established work schedules and call-off procedures, in order to facilitate an effective work force. Practices affirmative action by conducting work activities with respect for the civil rights of all persons in order to maintain unbiased work relationship with coworkers, clients and the general public. Safeguards the confidentiality of client information. Adheres to all safety procedures and complies with all requirements related to work-related injuries. Attends individual conferences with supervisor to review and discuss policies and procedures. Attend unit meeting to review policies and procedures, receive new information and instruction. Attends training as needed. Performs other related duties as assigned. 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. The employee works with considerable independence. Work is assigned through the Clerical Supervisor who monitors overall performance through review of various agency reports, audits, reviews, etc. and through discussion with the employee. |
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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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