Clerk Typist 3

Luzerne County•Wilkes-Barre, PA

5d•$30•Onsite

About The Position

This position is responsible for being a lead clerical typist and training others on entry of referrals. This position is responsible for typing and distributing telephone list, ochart and mail list of all agency staff. This position works with other departments on case lists and issues with CY48s. This position is responsible for typing letters, forms, contacts, etc. for agency units and attends meetings as needed.

Requirements

Knowledge of English grammar, spelling, and punctuation at a level equivalent to that used in writing or adjusting written materials normally consisting of complex sentence structures; one, two, and three syllable words; and punctuation marks for word, number, sentence, phrase, and clause separation
Knowledge of the specialized office procedures and practices which relate to the work process
Knowledge of standard office procedures, practices, conduct, and actions necessary in maintaining harmonious working relationships.
Knowledge of the techniques applied in using the English dictionary and referencing technical journals or code books
Knowledge of the types, organization, and use of various kinds of office files that are organized according to multiple indexing methods; and logs, forms, and letter formats used in consolidating information from numerous sources
Knowledge of advanced arithmetic which involves calculations similar to adding, subtracting, multiplying, and dividing mixed numbers or complex fractions, conversions of fractions into decimal or percent form, and the use of variable formulas that are selected on a situation or problem basis
Knowledge of the care and maintenance of a typewriter
Skill in using a typewriter console at a minimum speed rate of 40 words per minute
Ability to learn the uses and care of specialized typewriter console equipment including mass storage typewriters and computer input consoles
Ability to understand and follow oral and written instructions which explain the work objectives and general guidelines that require independent decision making on the most appropriate procedures to be followed in varied courses of action
Ability to make independent determinations on the best possible resolution to processing problems
Ability to develop and set up clerical procedures for the process or office activities performed
Ability to assemble, organize, and present status information from various source materials concerning the operation of a process or office activities
Ability to proofread varying types of information for conformance with a prescribed pattern or form, to assure the adherence to instructions and clerical office procedures, to maintain consistency of thought and requirements, and for compliance with specific administrative or procedural rules
Ability to transfer information from formats which occur in random order and present a modified form according to rules and procedures
Ability to organize work in a manner which insures smooth processing and accomplishment of priority items on schedule
Ability to use discretion and judgment in dispensing information which may be susceptible to misunderstanding or misuse
Ability to instruct and advise clerical employees on the methods and procedures used in a process
Ability to collect and organize material for reports by determining the information sources, appropriate information, and form of presentation
Ability to compose correspondence of inquiry or explanation relating to a problem, request, or program need by surveying the nature of the item and determining the course of action to execute the presentation
Ability to maintain cost, financial tax, or disbursement records and statements that do not involve the use of standard accounting principles by posting, entering, transferring, adjusting, and balancing numerous accounts in the control process
Ability to perform intermediate arithmetic calculations such as the adding and subtracting of whole numbers and decimals; and multiplying and dividing by two or more digit whole numbers or decimal multipliers and divisors
Ability to operate office and mail processing machines such as the adding machine, photo-copier, postage meter; and instruct others in their use
Six months as a Clerk Typist 2, and educational development to the level of completion of high school; OR One year of progressively complex clerical typing experience and completion of high school; OR Six months of moderately complex clerical typing work and completion of a post high school business curriculum; OR any equivalent experience and/or training which provided the required knowledges, skills, and abilities.
Be a resident of Pennsylvania.
Be eligible for selection in accordance with merit system employment regulations
Have held regular civil service status in the following classifications: Clerk Typist 2
The absence of any discipline above the level of written reprimand during the 12 months preceding the closing date on the posting
The last due overall regular or probationary performance evaluation was higher than unsatisfactory
A minimum of six months in the next lower class(es) by the closing date of this posting

Nice To Haves

Knowledge of word processing and use of computer program.

Responsibilities

Types letters, reports, contacts, transmittals, home evaluations, etc. from hand written draft dictated sources or original source documents into draft or final form.
Responsible for proof reading materials to ensure that information is grammatically correct, complete and adhere to agency rules and regulations.
Type responding correspondence in appropriate format and proofread response for grammatical format and substance.
Read correspondence in order to become familiarized with contents and determine what procedures to pursue in providing correct information which is in accordance with any applicable administrative constraints.
Maintains operation of copy machine in clerical department.
Periodically checks machine to see that it is kept in running order.
Makes copies and collated materials for staff when needed.
Maintains/operates office equipment.
Determines clerical supply needs, sends notification to supervisor.
Ensures all agency forms are in stock, up-to-date, legible and readily available for staff.
Assists with projects including special projects as directed by Administrative Officer.
Ensures proper letter formats are stored on hard drive and important documents are filed appropriately.
Operates computer to create new files, open cases, close cases, listing of active clients, time schedule for reporting casework activity including but not limited to new intakes, quarterly reports and progress notes.
Log information into computer, check for accuracy and prepare statistical reports are required.
Ensures all information is correct and in accordance with agency requirements.
Adheres to agency confidentiality policies and regulations.
Maintains control of all clerical files, filing and supply needs.
Operate fax machine and distributes faxed items and assures delivery to appropriate personnel.
Trains other clerical support staff in role as back up resources to fill in during absences.
Participates in clinical meetings when requested and performs other related work as required.
Lead clerical typist in the clerical department.
Trains other clerk typists on entry of referrals into the CAPS system.
Assists with setting up typist with eCIS, MCI and CAPS access.
Trains on how to find information for each referral in other systems.
Ensures vital information is correct and up to date.
Provides group training to any and all staff on referrals and clericals role on entry of referrals and what information is needed.
Acts as liaison with typists learning referrals.
Answers all questions regarding referral entry, identification of different types of referrals, and solves rare issues with referrals for clerical department.
Reports to Clerical Supervisor when out of ordinary issues arise and how they are resolved.
Ensures referral log is up-to-date and completed.
Any issues are brought to the attention of the Clerical Supervisor.
Receives CPP list from Legal Department.
Review case list and dispense information to the Caseworker, Supervisor and Manager of the case.
Schedule meeting rooms as needed.
Completes updated telephone list, ochart and mail list/directory of all staff in agency.
Ensures accuracy of all lists.
Disperses updates regularly to all staff, Administration and designated providers.
Regularly works with all Supervisors to review CY48s from their department and determine appropriate avenue to fix errors.
Submission of completed documents.
Ensure caseworkers have access to notification for information due dates.
Back up clerical worker for Act 33 meetings in order to ensure accuracy of information by taking notes.
Process clerical mail.
Assign CAP numbers and “F” (foster home) numbers to new referrals.
Notify file room of need for “F” number assignments.
Lead worker for Interstate Compact referrals as these referrals must be done differently from regular referrals and ensure IC referrals are not mixed in with other referrals.
Assist Clerical Supervisor with new employee binders.
Assist Clerical Supervisor with copying files as needed.
Types confidential information/letters/correspondence for Supervisors and Managers.
Laminating as needed.