Office Support Person V - Office of Aging Services

Summary

Office support spans a wide range of activities. Included is purchasing, payroll, supplies inventory, reception phone staffing, records archiving, human resources, copier/printer maintenance, facilities monitoring and repair (work orders), incoming/outgoing mail, etc. Skills in common office software are also needed: Word (mail merge), Excel, PowerPoint, as well as the ability to learn proprietary state databases (SAMS/PIA). An appointment to the department might involve some or all of these specialties.

Aside from listed skills, the individual must also possess people skills. The main department phone is staffed by all unit members. As the initial entry point to the department, the individual answering the front desk phone must have patience, knowledge of process, judgment and presence of mind as well as be courteous. The department also serves walk-in consumers. It is the responsibility of the clerical support person to professionally handle the incoming telephone calls made to the department as well as handle walk-ins and triage them to the appropriate department resource person.

It is essential that the office OSP V be timely responsive to requests of the office manager, administrative officers and the supervisors. This OSP V is responsible for helping maintain the office.

Because of the varied nature of the duties, it is imperative that the worker be able to multi-task.

Below is a summary description of the tasks associated with this role.

Additionally, there may be other related duties required as agency needs evolve.

Essential Duties And Responsibilities

• Answer reception phone line.
• Execute purchase orders & supplies. Timely entry of required supplies using the LAWSON purchasing system. Accurate conversion of requisitions into purchase orders and logical filing of same for future reference and disposition. Reconcile requisitions/orders/invoices.
• Input staff time into ADP. Active communication with supervisor in securing supervisors’ time sheets. Accurate input into ADP, sound judgment in ferreting out any issues.
• Process PIA case files. Using the fax server, review case files documentation; determine completeness, process within prescribed state/local/department guidelines.
• PIA case files Includes:
• Download and enter data.
• Follow-up on incoming referrals for Assessment.
• Request additional documentation.
• Contact surrounding counties for provider permission.
• Review Alerts in PIA for Desk Reviews.
• Assign and complete Desk Reviews in PIA within state mandated time frames.
• Follow up on pending Assessment cases.
• Download and input state correspondence (OBRA letters)
• Maintain department G:\drive.
• Archive closed files following state/department guidelines.
• Archive materials
• Process HR documentation Maintain confidentiality of records while completing various HR records: emergency contacts, medical dispensing forms, employee evaluations, disciplinary records, hiring process records.
• Process mail.
• Perform operator maintenance on copiers/office machinery.
• This position requires the following clearances as a condition of employment: Child Abuse History Clearance, PA Criminal Record History, and FBI Fingerprint Clearance.
• Onsite in-person attendance is required as directed by Supervisor or Administrator.
• Other duties as assigned.
  
  

Qualification Requirements

• Operation of office equipment, including computer, word processing, typewriter (30words per minute), copy machine, computer, telephone switchboard and multi-line office phone.
• Proficient in technical operation of modern office equipment, including computer and related software: Windows XP, Word, Excel, Outlook, Publisher, Power Point, typewriter, photocopier, telephone and facsimile.
• Basic business English, grammatical and vocabulary skills and ability to apply in professional business text.
• Professional telephone demeanor and information gathering skills, in communication with general public.
• Ability to interface effectively with general public, and other professionals in contact with the Agency.
• Ability to establish and maintain professional relationships with all agency staff, and to work as a team member.
• Basic knowledge of current office practices and procedures.
• Ability to work in fast paced environment, and to prioritize workload to meet emergency demands.
• Ability to exercise individual judgment in response to client and others’ phone calls and other requests of staff in assigned unit.
• Basic principles of supervision and in-service trainings.
• Able to communicate effectively with people, both orally and in writing.
• Ability to evaluate work of subordinates on procedures, techniques and performance.
• Basic clerical, organizational and planning skills.
  
  

Minimum Experience And Training

• Completion of a post high school business curriculum and six months keyboarding experience; or High school diploma or GED and one year of keyboarding experience; or any equivalent experience and/or training which provided the required experience and training.
• This position is subject to mandates requiring Child Abuse, Criminal History and FBI Clearances for employment.
• Pennsylvania residency is a requirement of the position.
• Onsite, in-person attendance is required as directed by Supervisor.
  
  

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Ability to sit, stand and walk for moderate periods of time. Ability to work in all weather conditions. Occasionally may be required to do Medium Level and/or Heavy Level physical work that would include reaching, walking, pushing, pulling and lifting.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties of this position.