Definition of Class

• This position involves moderately complex clerical work involving the typing, word processing and processing of documents in a variety of functions. These can include but are not limited to verifying information, performing calculations, coding, filling out (and assisting the public with) government forms, skilled typing (word processing) of correspondence, reports, transmittals and memos. This position may perform secretarial services for other individuals, operate office machinery, and provide training to others when needed. The ability to work independently is important.

Nature of Work

• Processes letters, reports, contracts, transactions and transmittals regularly, proofreads various materials, orders supplies, equipment and services as needed, handles departmental mail.

Duties & Responsibilities

• The position of Clerk Typist 2 serves as a secretary in the Ongoing Department – Clerical Unit providing support to ongoing supervisors and caseworkers. The position requires teamwork and involves moderately complex clerical work including typing and processing a variety of documents in addition to the application of independent judgment. It requires the ability to organize and prioritize work in a manner which ensures smooth processing and accomplishment of tasks. This position requires the ability to use discretion and judgment along with knowledge of standard office procedures, practices, conduct and actions necessary in maintaining harmonious working relationships. Knowledge of agency policies and procedures, the process of incoming/outgoing mail, filing, business machines, software and telephone equipment is required. This position requires the ability to be confidential and discreet with agency and client information.
• Provides clerical support and secretarial services. Types letters, reports, documents from handwritten draft, dictated sources, or original source documents into draft or final form. Proofreads varying types of materials to insure that information is grammatically correct, complete, consistent and adheres to agency rules and regulations. Develops and maintains filing systems. Prepares, distributes and completes reports. Prioritizes work and assures that deadlines are met.
• Serves as a switchboard operator/receptionist which requires the ability to project a positive image for the Department of Human Services/Office of Children and Youth, greeting and assisting visitors, answering a high volume of incoming calls, taking and relaying messages, forwarding calls to the appropriate staff, paging staff members, and placing outgoing calls for staff as requested. This duty also schedules, confirms and maintains the agency visitation room calendar for staff.
• Routinely performs data entry and retrieval of information from automated information systems.
• Provides back up/relief coverage of essential clerical unit duties and responsibilities including but not limited to switchboard operator, mail processing and delivery, and file room duties.
• Routinely communicates via telephone, written correspondence and email with internal and external customers, providers and other government agencies.
• Conducts Random Moment Time Studies (RMTS) for the purpose of Federal Funding. Retrieves necessary documentation.
• Performs other duties as assigned, which may include any tasks related to any Clerk Typist 2 position within the agency.

Knowledge, Skills, & Abilities

• Knowledge of grammar, spelling and punctuation to handle departmental correspondence (both create and read), knowledge of standard office machinery and ability to understand and follow oral and written instructions. The ability to make work-related decisions on defined standards and precedents, organize assignments, develop effective work methods, and instruct and advise other clerical employees.

Minimum Requirements

• High School Diploma or GED with Business Curriculum, and 1 year General Clerical Experience

Supervision Received

• Supervision for this position is received from the Administrative Assistant in the Ongoing Clerical Unit.

Conditions Of Employment

• Required to provide and are subject to Pennsylvania criminal and child abuse clearances as well as an FBI fingerprint clearance.