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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 50519353 |
Description Activated On: 8/14/2026 12:31:24 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 in this position performs supervisory duties over a unit of Clerical Assistant 2 positions, permanent and non-permanent. The employee assigns, plans and monitors the timely completion of complex clerical work received from Income Maintenance Caseworkers and participates in the completion of subordinates work consistent with operational needs. Monitors workflow and accuracy, implements operational procedures within the unit, completes performance evaluations, develops and presents training, counsels and disciplines clerical staff and assures Clerical coverage for the entire office staff. Work is performed under the direct supervision of the Administrative Officer. |
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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, directs, and controls work within the unit by establishing work priorities according to Agency and Departmental goals and objectives, assigning work on the basis of these priorities and reviewing and evaluating work to ensure timely and accurate completion. Provides supervision to the clerical support unit by training, setting, and controlling deadlines and making decisions on exceptions and complex situations that occur. Attends training and serves as trainer for new and revised clerical and data processing procedures. Advises and makes recommendations to the Administrative Officer regarding the organization and continued efficient operation of programs and processes. Conducts group and individual meetings with subordinates to review new policies and procedures, assign work, and get feedback from employees. Serves as controlled documents coordinator. Monitors data entry activities using Dashboard. Monitors COMPASS applications for timely import. Accesses What's New daily and ensures the clerical unit is aware of changes. Prepares semi-annual progress reviews and annual Employee Performance Reviews (EPRs) through individual conferences; updates position descriptions when appropriate. Reports to immediate supervisor all information regarding progress and problems of areas and makes recommendations relating to area administration; takes disciplinary action as appropriate. Approves and monitors leave in accordance with Policy 7173. Controls and monitors for timeliness and completion Quality Control requests. Ensures that incoming/outgoing mail and other correspondence, case records, etc., are distributed daily. Ensures that incoming mail is timely date-stamped, processed, scanned and distributed. Assists with outgoing mail to make sure it is processed timely. Maintains the closed and reserve case records filing and retention system. Instructs and monitors staff on purging and destruction of cases and case material. Ensures that ongoing maintenance, purging, destruction and shifting of files occur to have adequate file space. Ensures staffing coverage of card creator personnel for the EBT (Electronic Benefit Transfer) System and adjusts or substitutes personnel when coverage is necessary. Performs work 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, 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. In Counties with District Offices, employees may be reassigned to different work sites due to operational needs. |
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. Evaluates and makes decisions on specific work-related problems presented by clerical staff. Consults with supervisor on all problematic issues. |
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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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