Department Clerk IV

POSITION: DEPARTMENT CLERK IV

Full-Time; 80 hrs./pay

DEPARTMENT: MH/DS

TROY A. WOOD HUMAN SERVICES COMPLEX; FRANKLIN, PA

PAY GRADE: SEIU NINE

Starting rate: $11.71/hr.

OVERALL OBJECTIVE OF JOB

To perform specialized departmental clerical duties for the MH/DS/EI Base Service Unitwithin Venango County Human Services.

ESSENTIAL FUNCTIONS OF JOB

1. Provides clerical support for MH/DS/EI Base Service Unit its various services and projects.

2. Performs clerical tasks for the Early Intervention (E.I.) program that includes but is not limited to: Timely faxing and tracking of referrals and prescriptions. Sorting and filing provider notes and department case papers, and creating new charts and breaking down closed ones.

Maintains a document center for each categorical department with the Base Service Unit. Replenishes all forms and packs. Updates and edits forms as instructed. Makes various packs and binders for department staff and ensures that these are constantly available in paper and digital formats.

4. Performs tasks for the Base Service Unit programs that includes but is not limited to: Daily mailing and logging of correspondence as provided by staff. Updating addresses for individuals by checking against state database. Maintaining and replenishing the copy- rooms and assisting with streamlining charts and archiving.

5. Files petitions at the Prothonotary Office. Emails and mails the filed petition in a timely manner. Adheres to the legal time limit allowed to file petitions.

6. Logs hearings, matches hearing invoices and submits to fiscal. Checks court papers for accuracy and completeness. Scans and emails court papers to institutions and disseminates to staff. Provides hearing papers to institutions for pick-up/delivery during exceptional situations.

7. Provides back up support to other categorical phone lines and front desk coverage on a rotating schedule.

8. Updates weekly on-call lists as provided by MH staff and disseminates to relevant parties in a timely manner.

Assists with clerical tasks for MHDS data collection such as data entering and retrieving paper information.

10. Keeps track of program shredding dates for programs within the Base Service Unit (MH.DS.EI) Assists with archival storage such as breakdown, packing, labelling, filing, etc. Submits work order to maintenance department for archival/storage work.

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

12. Preps for and attends various (302, Opioid Settlement, etc) meetings. Writes minutes and maintains meeting binders.

13. Maintains master binders for department clerical protocols and updates as necessary.

14. Completes supply order forms and maintenance requests, gains approval and submits. Maintains filing cabinets keys.

15. Manages the main reception area and provides oversight to clerical staff to ensure the area is maintained in appearance.

16. Acts as scheduler for clerical coverage for the front desk and other areas when needed through a clerical calendar.

17. Develops and provides training to clerical staff for the front desk and reception area.

18. Provides support to other clerical staff regarding the front desk and reception area.

19. Provides direct support to the Human Services Administrator and Base Service Unit Director when needed regarding various task to include special projects, filing, spreadsheet maintenance, correspondence, etc.

OTHER DUTIES OF JOB

1. Shares some duties with other clerks within the MHDS department as needed.

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

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

4. Performs other job-related duties as required.

SUPERVISION RECEIVED

This position is formally supervised by Base Service Unit Director. This position functions with considerable autonomy with occasional instructions about daily duties.

SUPERVISION GIVEN

None

WORKING CONDITIONS

1. Works indoors in adequate office space, lighting and ventilation, but subject to fluctuations in temperatures.

2. Works with average indoor exposure to noise and stress, but subject to frequent disruptions.

3. Below normal indoor exposure to dust/dirt.

4. Works with seasonal outdoor exposure as necessary for fleet travel.

PHYSICAL/MENTAL CONDITIONS

1. Must possess ability to record, convey and present information, explain procedures and follow instructions.

2. Must be able to sit for long periods throughout the workday, with intermittent periods of standing and walking and occasional periods of bending, twisting, stooping, reaching as necessary to carry out essential job duties.

3. Dexterity requirements range from coordinated movements of fingers/hands for typewriter, computer, paperwork, filing, to simple dexterity of feet/legs/torso as necessary to carry out job duties.

4. Sedentary work, with occasional lifting/carrying of objects with a maximum weight of twenty pounds.

5. Must be able to cope with the physical and mental stresses of the position and the work environment.

6. Must be able to move frequently throughout the workday as needed to carry out essential job duties.

7. Must be able to pay close attention to details and concentrate on work.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED

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 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

High school diploma or equivalency plus three years of demonstrated clerical skills and computer knowledge required. Must possess a valid Pennsylvania driver’s license.

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: WEDNESDAY, MAY 7, 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: From $11.71 per hour

Expected hours: 40 per week

Benefits:

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

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• No nights
• No weekends

License/Certification:

• Driver's License (Required)

Ability to Commute:

• Franklin, PA 16323 (Required)

Ability to Relocate:

• Franklin, PA 16323: Relocate before starting work (Required)

Work Location: In person

Salary : $12