Commonwealth of Pennsylvania

POSITION DESCRIPTION FOR JOB POSTING

Position Number:  50616082

Description Activated On:  12/6/2024 10:12:02 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. 

 This position is responsible for performing clerical functions related to all programs administered by the Berks County Assistance Office. The duties of this position are performed under the supervision of the Clerical Supervisor.

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.

Bilingual - Utilizes bilingual ability to communicate orally and in writing in both Haitian Creole and English to clients, staff and the public.

Application Processing: accesses CIS Data Base/Application Processing Menu for file clearance and registration of public assistance applications on new cases, addition of individuals on grant groups, and case grant activities.

Case Initiation: accesses Clerical Transaction Menu, Case Initiation function and performs data entry to capture information provided by clients on the public assistance application form in order to place case information in the Transaction Staging area in preparation for Income Maintenance activities.

Clerical Transaction: accesses CIS to initiate data entry of Standalone transactions for the routine maintenance of demographic case information, processing OTI’s and reconciling case data.

Reapplication Process: receives reapplication scheduling information from IM Caseworkers to process reapplication/recertification notices to the clients. Task includes compiling forms, typing appointment letters, mailing notices and access and processing IEVS data.

IEVS: Accesses IEVS data base and prints case summary screens and detail screens for each IEVS action and submits to IMC via supervisor for review and disposition; receives and file clears IEVS hits from IMC and data enters disposition codes on the database; enters case narratives on disposition actions.

EBT: Monitors EBT card processing activities and, when needed, uses EBT computer system to investigate issues and resolve problems in the distribution of benefits to recipients.

Controlled Documents: follows all audit control procedures for control of negotiable documents, medical assistance ID cards, EBT supplies, and county disbursement checks; accounts for all recipients and issues per use of logs, signature and transmittals; follows procedures for security of items; disposes of unused items per return, void, destruction or other valid means; reports problems immediately to Clerical Supervisor or Manager.

Computer Reports: monitors and controls lists for pending applications, recertification, monthly reports, ARRC, et. Al; notifies IMC Supervisors of pending actions and delinquencies; tracks pending items for completion; completes final processing of all statistical data.

TPL’s: data enters and inquires on third party medical information via the TPL data base; processes TPL actions on case openings, changes, and closings.

Miscellaneous Duties: data enters case narratives; monitors and controls MA-112’s,; types letters, memos, controlled documents and other forms from rough copy; answers telephone and takes messages; acts as receptionist and/or switchboard operator when needed; assists customers in completing forms/online applications; files client information in case records; develops forms and computer applications for internal use in clerical or Income Maintenance Units; attends unit and staff meetings and training sessions as required by the Department or Agency.

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.

Works with considerable independence within standard operating procedures; however, detailed supervisory guidance and review is received for new or unusual situations and changes in operating procedures and policies.

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:

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Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
 
 1. Establishes and maintains effective working relationships.
 2. Communicates effectively both orally and in writing with staff, clients, and public in both English and Haitian Creole.
 3. Operates various types of office equipment.
 4. Uses various computer applications.
 5. Learns and applies current policies, procedures, and regulations.
 6. Conducts interviews and obtains information.
 7. Assembles, analyzes, and evaluates information.
 8. Performs mathematical calculations.
 9. Attends training, workshops, and meetings.
 10. Travels as needed.