SUMMARY
This is a full-time non-exempt position primarily responsible for the supervision of the clerical support team. Responsible for overseeing and managing the administrative functions of the clerical support team, ensuring tasks are completed efficiently and accurately. This position will supervise and train clerical support staff and will be involved in establishing work procedures and processes. Primary work hours will be Monday through Friday, 8:30am to 4:30pm with a 30-minute lunch (37.5 hours/week) unless otherwise agreed upon.
Compliance:
As with all WCSI positions, it is the expectation that employees adhere to WCSI, County, State and Federal guidelines, regulation, policies and laws which govern the business and service of WCSI.
This position requires the employees to perform their daily job duties and responsibilities in an structured work environment.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Includes the following, (other duties may be assigned as deemed necessary by management):
Supervision and Training:
Overseeing and directing the work of clerical staff to ensure deadlines and established timelines are consistently met. Training new employees and providing ongoing training for newly implemented or updated processes.
Process Improvement:
Developing and implementing new or revised administrative and office systems and procedures to improve efficiency.
Daily Administrative Tasks:
Performing and overseeing tasks such as office phone system, visitor monitoring, mail processing, document processing, etc.
Communication and Coordination:
Maintaining communication with other departments to ensure smooth workflow and addressing employee inquiries.
Problem Solving:
Assisting clerical team in handling difficult or unusual problems and making decisions on clerical issues.
Policy and Procedure Compliance:
Ensuring adherence to established policies, procedures, and regulations.
Performance Management:
Evaluating employee job performance, providing feedback, and making recommendations.
Coverage
Provide back-up support to clerical positions or other agency positions when needed. Serves as primary coverage for assigned Records and Information Manager’s job responsibilities in relations to their work.
Special Projects
Assist with special projects as needed or as assigned.
SUPERVISORY RESPONSIBILITIES
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience:
Associates degree and 1 year of progressively complex clerical experience with prior supervisory experience preferred.
Or
High School Diploma with 3 years of progressively complex clerical experience with prior supervisor experience preferred.
Language Skills:
Strong Interpersonal skills, effective oral and written communication skills.
Certificates, Registrations, Licenses:
Valid PA Driver’s License, Proof of Valid Auto Insurance, Act 34 (Criminal Record), and Act 33 (Child Abuse) and FBI Clearance. There will be monthly screenings of PA Medicheck List, LEIE (List of Excluded Individuals/Entities) and SAM (System for Award Management).
Other:
This position requires the availability and utilization of the employee’s personal vehicle, for purposes of transportation to and from work appointments. Transportation of clients in personal vehicles is not permitted, as agency vehicles are available for this purpose.
As a requirement of employment, certain personal information (Birth Date, Driver’s License, Diplomas, Transcripts, etc.) can be shared in confidential communication as related to regulations, licensure and/or insurance carrier contracts.
As with all WCSI positions, this position will adhere to all random drug screening requirements, as set forth by WCSI Policy.
ENVIRONMENT, PHYSICAL and MENTAL CONDITIONS
Physical/Mental Demands:
While performing the duties of this job, the employee is regularly required to operate a motor vehicle, sit, stand, walk, bend and lift objects of up to 10 pounds. The employee regularly uses a computer, phone, fax, copier and other essential office equipment to carry out daily work assignments.
Substantial problem solving in response to urgent/emergency situations, which may require immediate action. Ability to apply principles of leadership and management in daily practice.
Work Environment:
While performing the duties of this job, the employee regularly works in an office environment and is occasionally exposed to outside-weather conditions. The noise level in the work environment is usually moderate.
REASONABLE ACCOMMODATION
It is WCSI’s business philosophy and practice to provide reasonable accommodation, according to applicable state and federal laws, to all qualified individuals with disabilities.