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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 50704207 |
Description Activated On: 8/26/2026 9:46:53 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 and accountable for supervision of a unit of Clerical Staff in the Dauphin County Assistance Office under the supervision of an Administrative Officer 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. Responsible for planning, assigning, and reviews work for clerical employees. Responsible for ensuring clerical staff data enter and process applications/reapplications, and case record materials in a timely and accurate manner Responsible for ensuring clerical staff scan/attach pertinent documents from clients in a timely and accurate manner. Responsible for ensure the timely and accurate processing/handling of mail. Responsible for ensuring the case records are placed into the central file room. Responsible for coordinating the unit’s work with other clerical and non-clerical office units, making operating decisions concerning the appropriate disposition of work and preventing and/or resolving problem situations as they arise. Responsible for the training of new and existing staff on new clerical procedures involving all phases of clerical procedures and functions. Acts as liaison with various organization units within DHS particularly with those units responsible for computer processing of County Assistance Office work. Resolves problems with these units, answers questions, writes instructional material, if necessary, and attends meetings with these units as needed. Responsible for processing and reconcile EFAA Bank Statements on a weekly basis. Completes and signs all performance evaluations, and reviews job standards with subordinates assigned to the back-end unit. Administers time and attendance approval/disapproval for unit members. Administers appropriate discipline when required. Conducts unit meetings, individual employee conferences, and attends staff meetings, workshops and training sessions. Resolves minor grievances as they arise, and if the problem cannot be reconciled, refer it to the Labor Relations Coordinator and Administrative Officer for further action. Responsible for all minor disciplinary actions are required. Prepares all necessary monthly reports. Analyzes operating procedures and prepares recommendations to interpret and resolve inconsistency reports such as data purification and cross matches. Helps coordinate special projects. Receives and interprets electronic mail and bulletin board messages and upon review distributes to appropriate supervisory staff in order that they may by kept up-to-date on changes and/or problems. Responsible for CAO checking account to include reconciliation. Maintains and reviews the integrity of the employer information to the ARRC system. Serves on statewide or area committees as needed. Participates in training as assigned. Attends statewide and regional meetings and training sessions. Conducts clerical unit meetings to review procedures and to discuss unit planning and worker’s concerns. Assigned to one of the Delaware CAO District Offices under the direct supervision of an Income Maintenance Administrator 1 and/or an Administrative Officer. Responsible for management of the district's clerical operations, which supports the Income Maintenance staff and enables processing of program benefits for a district clientele as well as supervision of clerical assistant 2s Supervises a unit of clerical staff through individual and unit conferences, review of work that is typed or entered on the computer, and general observation in order to insure that they are accurately and completely performing their duties and abiding by office regulations. Collaborates with Income Maintenance staff, through meetings and informal exchange of information, to insure that procedures are followed, work flow is correctly maintained and changes are implemented promptly and accurately. 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. Formally evaluates performance of subordinates according to EPR procedures, so that employees are given official recognition of their performance and we are in compliance with departmental regulations. Analyzes training needs of subordinates through review of completed work and general observation, so that quality and accuracy of staff's performance is enhanced. Handles disciplinary actions as needed for subordinates according to local / departmental guidelines, to insure that proper conduct of staff is maintained. Responsible for Clerical's time and attendance. Participates in the maintenance and ordering of inventory, office equipment and stock through analysis of district needs. Essential Job Functions 1.Frequently moves throughout an office to perform daily job functions and transports files, work documents, etc., throughout the work site. 2.Constantly operates various types of office equipment such as; but not limited to, personal computers, copy machines, fax machines, data entry devices. 3.Constantly interacts with employees, customers and management while frequently simultaneously utilizing various computer applications. 4.Constantly uses computer applications to generate written communication by utilizing forms, memos, emails, narratives, etc. 5.Constantly communicates verbally with staff, clients, & public, gathers, assembles & evaluates information provided via telephone, mail, face to face. 6.Constantly gathers, assembles and evaluates information provided via telephone, mail and/or face-to-face. 7.Constantly interprets written and verbal instruction to complete job tasks and applies OIM and clerical support policies, procedures and regulations. 8.Frequently learn job related materials through various media and teaching methods and frequently sitting on an adjustable chair for extended periods. 9.Constantly interact objectively and with sensitivity to employees, applicants, customers, management in stressful or difficult situations. 10.Maintains and posts control logs, records, schedules, etc. WORK CONDITIONS • Assigned work duties are performed in a controlled office environment. • In Counties with District Offices, employees may be reassigned to different worksites 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. Trains clerical employees in all types of job duties they are to handle. For a period of time all the work is checked. After the employee has full knowledge of the requirements, they receive general supervision. Continues to observe their work, hold unit meetings, individual conferences and/or training as needed. Will always be available if a problem arises. |
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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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