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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 50449233 |
Description Activated On: 2/13/2026 11:53:57 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 Supervisor I assigned to the Northumberland County Assistance Office and is responsible for performing a variety of supervisory functions in support of all programs administered by the agency and the planning of all clerical work processes to ensure deadlines are completed accurately and timely. This employee is under the direct supervision of the Income Maintenance Administrator 1. |
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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. Plans, organizes, delegates and monitors work based on priority criteria and ensuring a smooth processing flow by distributing assignments to clerical staff after determining who is available to and capable of performing the work. Making operating decisions concerning the appropriate disposition of work based upon experience and knowledge of Departmental operations. Examines and reviews work that has been data input for completeness and accuracy to ensure benefits are processed for clients timely. Provides on-the-job training to subordinates through individual/unit meetings, so that they are kept up-to-date and knowledgeable of all clerical practices. Equalizes work distribution to clerical staff. Monitors assignments for accuracy and timeliness. Ensures application rotation log is correctly utilized. Handles disciplinary actions, as needed, for subordinates. Rates and signs the performance evaluation for direct reports in the clerical unit. Monitors the timely completion of annual and probationary employee performance reviews for subordinates. Maintains attendance records for subordinate staff and approves leave requests for subordinates. Maintains office bulletin boards to ensure all required polices and executive orders are posted. Completes annual review of all postings in coordination with the director. Makes updates as needed to ensure postings are current and accurate. Serves as the agency’s EEO Liaison. This position may be responsible for disseminating information related to EEO or from the agency or EEO. This position will be responsible for educating staff on the agency’s expectation to adhere to EEO policies. This also includes policies on ADA and Limited English Proficiency (LEP). Procurement reports for purchases and identify if made from Small Diverse Business Enterprises. ADA Coordinator: maintains confidential information regarding ADA requests and compliance for Northumberland CAO. Upon ADA recommendation for adaptive devices, this position will procure the items to comply with the accommodation approval. This position will ensure all ADA information is posted and provide guidance to staff on submitting ADA requests through ESS. Equipment Coordinator: Function as site coordinator responsible for inventory, maintenance and assignment of all computers and electronic equipment as defined by agency and HR guidance. Responsible to submit ServiceNow tickets for access as needed for new employees and request any changes or deletions for accounts for employees (EBT database, MAPPER, APPMAP, LKRS, ECM or other specialty database access needs). Troubleshoots problems with the computers before calling the Helpdesk for assistance. This position works with the help desk to resolve computer hardware issues that cannot be resolved locally. At this level, they can trouble shoot software issues, provide maintenance, etc. On the job training will make the position aware of routine maintenance and repairs that can be done in office. Directs and coordinates movement of PC/phone/equipment data lines within the office and data room. Maintains a comprehensive list of site equipment assignments including desktop and laptop computers, scanners, monitors, and cell phones. Submits electronic notice to appropriate resource account when equipment is placed in service, taken out of service, or moved internally or to another office location. Processes CWOPA user accounts, obtains passwords for new hires and transfers for eCIS and EPPIC, maintains/updates WLD team changes as they occur. Ensures deletion of user accounts and removal of access for separated/transferred employees. Orders supplies, reviews daily inventory and destruction logs, and conducts discrepancy investigations based on the role and latitude established by the Executive Director. Acts as administrator for site security including review and control of the daily visitor logs ensuring all staff are admitting visitors according to agency policy. Responsible for obtaining new and replacement CWOPA identification badges timely for all staff and mailing ID badges to the Security Administration Office for staff terminating employment in accordance with the OIM Statewide Procedures Manual. CAOAA and Petty Cash Coordinators. Follows CAOAA Statewide Procedure Manual and local office policy to ensure security procedures are followed, request SAP roles be assigned or removed as needed, maintain check stock and MICR cartridge supplies, and may be designated by management to complete and sign the PA 1906 after reviewing printed checks. Reconciles CAOAA account as required following CAOAA Statewide Procedure Manual and local office policy. Responsible for the distribution, reconciliation and reimbursement of office petty cash funds. Responsible to secure, track, and submit returned SPAL checks, and money orders made out to CWOPA from the county or other entities, including completion of appropriate forms and returning the payment to the Comptroller or General Treasury office. Addressing unresolved errors and discrepancies with the Bureau of Program Support and Executive Director. A6 Appeal Unit support: provides supervision and support of clerical staff within the A6 appeal unit, to include monitoring of the email resource accounts, data entry in ECM, printing and mailing coversheets and withdrawal letters from the unit’s database to BHA/FHA, and other administrative work as needed. Conducts regular clerical meetings. In consultation with the Executive Director, helps to plan and implement new clerical operations or modify and update existing operations. Makes VISA card purchases, approve payments and reconciles credit card account. Maintain records and documentation and respond to any audits of this account. Manages agency purchase requests/VISA requests, receipt confirmations, procurement of all equipment, furniture, supplies, furniture inventory, maintenance of equipment/furniture and necessary repairs. Maintains stock room and inventory of office supplies for the entire agency. Agency Telecommunications Management Office. Duties include purchase of additional equipment as needed, maintenance of system, calls for repair, and attendance at all telecommunications training seminars. Responsible for RMS postage meter and account including requesting replenishments and completing reports. Organize material in your desk and work area and keeping your work area clean. Supervise front office operations to ensure customer service standards are achieved including: 100% call answer rate for incoming calls, clerks do not "blind transfer" calls outside of the office, clients are greeted politely and interactions are courteous, drop boxes are checked at regular intervals, client confidentiality is maintained, all documents are imaged over the counter and returned, efficient work tactics are employed, and the front office is maintained in a clean and organized fashion. Safety Committee: Serves on and takes minutes for Safety Committee. Performs other related duties as required. Essential Functions: Frequently moves throughout an office to perform daily job functions. •Frequently files and transports files, work documents, etc., around the office. •Constantly operates various types of office equipment such as, but not limited to; personal computers, copy machines, fax machines, data entry devices, scanners, telephones, carts, etc. •Constantly interacts with people 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 via telephone, interactive interview, one to one, etc. •Frequently-constantly prepares, explains, instructs, and trains staff in processing methods and procedures which also includes the ability to develop and set-up said procedures. •Constantly comprehends, select, interprets, and applies policies, procedures and regulations pertaining to income maintenance programs in a fast-paced environment. •Occasionally-frequently gathers, assembles, and evaluates information via telephone, mail and/or in face-to-face meetings. •Constantly interprets written and verbal instruction to complete job tasks. •Constantly interprets and applies OIM and clerical support policies, procedures and regulations. •Frequently retrieves and provides information to staff, clients and the public using an alpha/numeric keyboard and monitor. •Frequently learn job related materials through various teaching methods. •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, sitting on an adjustable chair for extended periods of time; may stand as desired. WORK CONDITIONS Assigned work duties are performed in a controlled office environment. |
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. Functions independently with regard to clerical decisions within position and delegates responsibility for tasks based on policy and local procedures. |
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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. N/A 5. N/A 6. 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.
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