Department Clerk III-OAS

POSITION: DEPARTMENT CLERK III-OAS

Full-Time; 80 hrs./pay

DEPARTMENT: OLDER ADULT SERVICES

TROY A. WOOD HUMAN SERVICES COMPLEX; FRANKLIN, PA

PAY GRADE: SEIU EIGHT

Starting rate: $11.10/hr.

OVERALL OBJECTIVE

To perform specialized departmental clerical duties and responsibilities within Venango County Human Services.

SUPERVISION EXERCISED

None.

SUPERVISION RECEIVED

This position is formally supervised by the OAS Director. This position functions with considerable autonomy with occasional supervision for daily duties.

ESSENTIAL FUNCTIONS OF THE JOB

1. Provides clerical support for the Older Adult Services (OAS) department and its various services and projects.

2. Acts as the primary OAS department phone responder. Handles specific and general calls and makes data entry on SAMs as needed. Notes all new referrals as directed.

3. Takes calls from Home Delivery Meal program drivers and informs the relevant parties of changes/issues in a timely manner. Transfers urgent calls to the Protective Intake Crisis Unit (PIC) as applicable. Works closely with the PIC-OAS worker and OAS supervisor on urgent call related matters. Handles calls for transportation/volunteers/family concerns, etc. and forwards to appropriate staff.

4. Provides information to callers about seasonal/annual local services e.g., food vouchers/farmers’ market and community amenities for older adults.

5. Data enters and processes paperwork for OAS-nurses such as 321s and 162s. Ensures they are available on time to external facilities, staff and County Assistance Office.

6. Mails annual correspondence including: ISPs and financial information provided by staff and the Fiscal department.

7. Prepares for and attends board meetings for OAS department and SVP. Writes minutes and maintains meeting binders.

8. Collects incoming Lifeline incident reports, disseminates and informs staff. Data enters the incidents on database.

9. Checks daily emails, phone messages and disseminates to staff. Sends monthly voter registration report to OAS Director.

10. Creates charts for all OAS services, uses the filing protocol and maintains them in the file room. Files new reports as needed, annually, and biannually.

11. Tracks program shredding dates and purges according to OAS Director. Submits work order to the maintenance department to assist with archival storage movement and purging.

12. Makes various OAS packets for all services. Provides OAS packets for the PIC unit and other departments as needed. Maintains OAS brochures.

13. Maintains inventory list of various program items in storage such as walkers, care supplies, etc. Holds key for all file cabinets, file room, supply cabinets, etc., within the department and OAS vehicles.

14. Collects and submits OAS vehicle slips. Emphasizes service based on vehicle issue and availability. Reserves vehicles for department staff per HS fleet policies and maintains paper/digital vehicle calendar. Performs fleet-travel as needed.

15. Tracks general and program specific office supplies. Completes requisition form, obtains approval and submits.

16. Receives incoming OAS mail and identifies individuals and staff to disseminate accurately. Mails and logs correspondence as provided by staff.

17. Enters data on agency spreadsheets and/or state databases. Learns new systems with training when introduced.

18. Maintains master binder for department clerical protocols and updates as necessary.

OTHER DUTIES OF JOB

1. Shares some departmental duties with other clerks on OAS phones.

2. Attends clerical/H.S. meetings and/or training sessions as required.

3. May occasionally oversee the work of temporary agency clerical staff as needed.

4. Performs other job-related duties as required.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

1. Must be able to speak and understand the English language in an understandable manner in order to carry out essential functions of job.

2. Must possess good communication and interpersonal skills.

3. Must use patience and professionalism in communicating with older adults.

3. Must possess ability to function independently, have flexibility and the ability to work effectively with clients, co-workers and others.

4. Must possess ability to maintain confidentiality in regard to client information and records.

5. Must possess the technical knowledge of operating personal computers and other office equipment with accuracy and reasonable speed.

6. Must possess general knowledge of modern office practices and procedures and ability to apply same to essential duties of job.

7. Must possess knowledge and ability to practice current and accurate usage of grammar, spelling and filing procedures.

8. Must possess ability to learn assigned clerical tasks and adhere to prescribed departmental procedures.

9. Must possess ability to perform simple math calculations with accuracy and reasonable speed.

10. Must possess ability to learn county and legal rules, procedures and practices as necessary within department.

11. Must possess ability to be able to handle a variety of clerical duties and switch from one to another throughout the workday.

QUALIFICATIONS

A. EDUCATION/TRAINING

High School diploma or equivalency plus demonstrated office/clerical and computer knowledge required. Must possess a valid Pennsylvania driver’s license.

B. WORK EXPERIENCE

Two years’ working experience in an office environment, county government or social service agency performing clerical duties, or any acceptable combination of equivalent training and/or experience.

C. CLEARANCES

· Must work in conjunction with employer to apply for Act 34 PA State Police Criminal History, Act 151 PA Child Abuse and FBI clearances prior to employment. Clearances currently possessed that are less than 4 years old will be accepted until new clearances are available. All clearances must reflect acceptable results.

· Must not appear on Preclusion Lists as defined by “Pennsylvania’s Medical Assistance Bulletin 99-11-05 Provider Screening of Employees and Contractors for Exclusion from Participating in Federal Healthcare Programs.”

· Must successfully complete pre-employment drug screening.

HOW TO APPLY

All interested, qualified county employees should contact Human Resources at 814-432-9758. An internal job posting/bid application is required.

DEADLINE TO APPLY: FRIDAY, JANUARY 17, 2025

WE ARE AN EQUAL OPPORTUNITY EMPLOYER.

VENANGO COUNTY IS A DRUG-FREE WORKPLACE.

APPLICANTS WHO REQUIRE SPECIAL ACCOMMODATIONS DUE TO A DISABILITY SHOULD CONTACT 814-432-9758 FOR ASSISTANCE.

Job Type: Full-time

Pay: $11.10 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift

Work Location: In person

Salary : $11