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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 50467276 |
Description Activated On: 6/4/2024 11:09:52 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 occupying this position is responsible and accountable for performing moderately complex Income Maintenance (IM) clerical support work such as receiving, maintaining and distributing district office supplies and equipment and requires the utilization of typing skills within an Ongoing, Intake or Career Development Unit (CDU) in support of IM programs and services, as directed. Work is subject to periodic changes in operating procedures and processing functions. The employee carries out the following job tasks as a Clerical Assistant 2, in a Philadelphia County Assistance Office District Office under the general supervision of a Clerical Supervisor 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. Utilizes a Personal Computer to perform daily activities such as but not limited to file clearances, case initiation, case maintenance transactions, application processing, clerical wrap, provider listings, case/budget/support inquiries, case alerts (setting and clearing), etc. Performs data entry in a timely manner to determine customers, issuance/continuance of benefits. Processes Inter-County transfers. Responsible for creating, disseminating, and maintaining the Monthly Inter-County Transfer Log, the Appeal Adjudications report and the Overpayment Completion Reports for their District Office/Specialized Department. Responsible for creating, maintaining, and posting control logs at the District Office/Specialized Department. Performs receptionist duties: Answers phone calls; Assists in scheduling and rescheduling appointments utilize inter-personal skills to determine customer needs; refers calls to the appropriate staff and/or takes messages; resolves problems; answers customer’s questions in person or by the telephone. Communicates timely to the customer or provider. Provides general information such as active and closed cases, directs customers to community organizations, medical providers, and government agencies. Processes incoming and outgoing mail and delivering it to the appropriate officials and/units. Gathers, organize, and distributes case records for IMCWs. Prepares folders for new cases; pulls closed cases; files; collects, sorts and inserts pertinent material. Retrieves, purges, and rearranges records to maintain current, accurate records. Retrieves and shreds high volume of sensitive/confidential documents to safeguard disclosure of confidential customer/agency information. Transports shredded documents to designated area of district office for removal. Prepares transmittals for case record(s) that are transferred or requested by Quality Assurance and other agents of the Commonwealth. Compiles, Monitors, and Distributes Client Appeals to the correct District Office/Specialized Department; and assigns appeals to Units. Responsible for compiling received appeal packets from Income Maintenance Staff; conducts quality check and forwards appeal packets to Bureau of Hearing and Appeals (BHA)/Federal Hearings and Appeals (FHA); and files copies of appeal packages in a control file for monitoring. Compiles Hearing and Appeal data; creates the hearing schedule for the District Office/Specialized Department; disseminates hearing schedule to Income Maintenance Caseworkers (IMCW), Income Maintenance Casework Supervisors (IMCWS), Management, and BHA/FHA; responsible for reminding staff of week’s appeals and informs the relevant staff of any scheduled or status changes. Responsible for ensuring the Face-to-Face hearing packets for the Philadelphia County Teleworking Staff are prepared and received. Creates and maintains logs for the Face-to-Face Hearing Packets for Teleworking Staff submitted to Headquarters. Responsible for updating the District Hearing Schedule with received Client Appeal Withdrawals and for creating and maintaining the Client Withdrawals District Office/Specialized Department Monthly Report for County compliancy. Creates and disseminates the Hearing Schedule for all Waiver, Long-Term Care Facility, LIHEAP, and District office Appeals received in the Philadelphia County. Has access to MAPPER & protected access to MAPPER 143 to manually enter appeals; and ensures the entered data is updated timely to the statewide database. Monitors and maintains Foster Care Reports for CY 60s received when children are placed into Foster Care in Philadelphia. Creates and maintains Philadelphia County Log for assignments received and actions taken. Review, data enter, and update the CRISIS database, UFT spreadsheets, etc. as it relates to LIHEAP, LIHWAP and other weatherization programs. Processes emails from Harrisburg advising of a Priority Newborn Birth in Philadelphia County; sends priority assignment information to IMCW’s and confirms completion via email. Responsible for identifying, registering, and assigning Compass Applications/ PA 600s to IM staff for newly arrived Refugee Applications via the resource account. Creates and maintains Burial Reports for Philadelphia County regarding burial forms received and processed by Central Clerical Staff. Addresses an employer’s failure to respond to PA 78A requests by reviewing and printing ARRC and IEVS screens; creating and maintaining Secure Log for District Office/Specialized Department for County Compliance; researching and contacting employers via telephone; and updates the customer case narrative with action taken. Responsible for preparing authorizations for all confidential cases; registers applications; files paperwork, forwards to appropriate supervisor/management staff and reports directly to the District Administrator/Department Head upon completion. Controls special suspense and tickler files on actions directed by the District Administrator to ensure timely action; follows up on delinquent items. Updates and files all Administrative Manual material for the District Administrator; including the Clerical procedure handbook for the District Office/Department. Maintains appointment calendar for the District Administrator; arranges all meeting and training sessions per request of District Administrator and registers all staff for training sessions as required. Composes, in draft and final form, letters, memos, reports, forms, agendas, meeting minutes, and other agency documents on a PC from handwritten drafts, dictated sources, or original source documents. Edits and prepares reports for grammatical accuracy, completeness, and consistency. Prepares responses to routine requests, either under own signature, Director’s signature, or managers signatures and answers requests for information and services. Provides clerical support by assuming clerical tasks in any areas which may have a heavy workflow and/or insufficient staff. Operates office machines such as photocopier, scanner, fax machine, etc. and Operates service providers’ equipment to create Electronic Benefits Transfer (EBT) ACCESS Cards and assists customers in the selection of their Personal Identification Number (PIN) and provides instruction on use. Utilizes data entry skills, maintains a personal computer, organizes work according to priorities, follows oral and written instructions, proofreads and edits letters, memos, correspondence, reports, forms, and other documents to ensure that information is grammatically correct, accurate, complete, consistent, and adheres to procedures and standards. Compiles, compares, verifies, sorts, codes, organizes, and edits data and information; Reviews, enters, and disseminates information via e-mail; and Takes notes at meetings and prepares summaries. Constantly interprets written and verbal instruction to complete job tasks and applies OIM and clerical support policies, procedures, and regulations. Creates and maintains tracking, production, and inventory records; spreadsheets; and tables. Monitors inventory of supplies; initiates and processes requests to purchase supplies, equipment, and services in accordance with procurement rules and procedures. Performs timekeeping work by inputting and adjusting time and attendance data and by applying applicable collective bargaining agreement language, policies, and procedures. Utilizes bilingual ability to communicate with Haitian/Creole-speaking clients orally by greeting them and speaking in their native language, interpreting and translating mail, documents and agency forms, providing information and directing them to appointed locations in order to impart information and service. Performs other related duties as required. ESSENTIAL JOB FUNCTIONS (Job functions that is necessary to perform these duties with or without reasonable accommodations) CLERICAL • 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. Employees work with considerable independence within standard operating procedures. Detailed supervisory guidance and review is received for new or unusual situations and changes in operating procedures and policies. Work is reviewed through conferences, examination of reports, statistics and maintenance of case records. |
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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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