Clerical Assistant 2 - PA Thrive Partnership

Position Information Posting Number S182P Posting Text Job Title Clerical Assistant 2 - PA Thrive Partnership Type of Employment Full Time Bargaining Unit AFSCME Full-Time/Part-Time FLSA Salary Range $34,621 Department College of Health Sciences Posting Text Job Summary / Basic Function The purpose of this position is to ensure the smooth functioning of the Erie office in terms of general office processes, procedures, and procurement.
The position will also provide key support to Erie-based service staff and assist in the delivery and tracking of various consumer services, triage of client requests, and the filing and tracking of client information in various databases.
The position will also serve as a back up to the Office Manager in Clarion when absent.
The successful candidate must be able to function in a dynamic and high stress environment and, be able to handle a multitude of competing priorities.
This position reports to the Office Manager in Clarion and is supervised by the Executive Director.
General Activities: Serves as the front desk staff responsible for customer service, and concierge for the clients/visitors.
Answers phones and directs those calls to appropriate staff member.
This position is the first point of contact for crisis calls and is expected to triage the call and connect the caller with the appropriate staff or crisis intervention.
Manages the security camera system by seeking technical assistance when needed to attend to or repair the security system or other electronic monitoring systems.
Acts as the liaison between the building manager, repair or maintenance staff and the agency to ensure maintenance requests are completed.
Acts as the coordinator of office activities, the point person for all staff working in the office or remotely.
Get the mail and distribute among the staff.
Reports irregularities to the Clarion office manager or supervisor.
Maintain and enforce the office cleaning schedule.
Must be knowledgeable in software operation (i.
e.
EIO Board, Excel, Microsoft products).
Serves as a backup in the absence of the Clarion Office Manager.
Administrative Tasks: Preform purchasing duties such as receiving requests for supplies by the Erie Staff, requesting then ordering supplies through SourcePoint software.
Receiving orders and distributing to the appropriate staff member.
Assist the internal human resources staff member and the search committee when there is a job search to place the advertisements, arrange interviews and provide the search committee with required documentation in preparation for interviews.
Complete “Time and Effort” report on a monthly basis, through entry verification in the EIOboard, and send to each staff member for signature.
Have navigational knowledge of the G: drive.
Manage credit card transactions via the internet using software called “Works”.
This task includes reconciling purchases.
Case Management Support Provide general support such as faxing, copying documents.
Assisting clients with access to grocery vouchers, bus tokens or parking passes.
This in coordination with the medical case manager.
Tracking bus tokens and parking passes in an electronic format where appropriate.
Ensuring written tracking system with client signatures is kept current (following the guidelines of HIPAA and Act 148).
Triage walk in clients in order to direct them to appropriate service or individual.
Triage phone calls and transfer to appropriate staff member.
Clinical Support Provide back up support for the medical assistant on clinical days by greeting the clients and notifying the clinical staff that a client has arrived for clinic appointment.
Provide general support such as faxing, copying documents, assist clients to sign a release of confidentiality to name a few.
Client Support Provide a friendly welcoming first impression for clients at a walk in visit or on the phone.
Assist the client with securing a bus token or parking pass.
Distribute food voucher as directed by the medical case manager.
High Impact Prevention Support Assist in the data management when applicable to include scanning and entering data where applicable.
Direct counseling and testing requests to the prevention staff via cell phone when they are working outside the office.
Other Duties Perform other duties as assigned by the Executive Director, and the Executive Team members.
Those duties may include gathering data from Erie client charts and electronic files, participate in regular meetings.
Attend trainings with a minimum of 8 hours of HIV specific training annually.
This position may require travel to other offices or events.
Required Skills, Knowledge & Abilities Must be able to use a computer, type a business letter, preform research on the internet, operate various software programs (Microsoft products, AWARDS, ATHENA, CAREWare to name a few).
Must be amenable to new tasks and opportunities to benefit the operations of the agency.
Must have management skills to manage the Erie office.
Travel to Clarion Office for meetings required.
Minimum of Education / TrainingRequired Education Summary Must have a high school degree or equivalent.
Preferred Qualifications Physical Demands Work Location Erie Office Work Hours 8:30am-4:30pm Posting Date 11/16/2023 Closing Date Open Until Filled Yes Diversity Statement The Office of Diversity, Equity, and Inclusion is committed to and accountable for cultivating an environment that advances diversity, equity, and inclusion (DEI).
We strive to create a community that affirms the identities of every individual and affords them dignity and respect, regardless of difference.
EEO Statement Pennsylvania Western University of Pennsylvania is committed to equal employment and equal educational opportunities for all individuals regardless of gender, gender identity, race or color, ethnicity, national origin or ancestry, age, mental or physical disability, religion or creed, genetic information, affectional or sexual orientation, veteran status, or other classifications that are protected under Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, the Americans with Disabilities Act of 1990, and other pertinent state and federal laws and regulations.
Direct inquiries to the Title IX Coordinator/Director of Equity and Title IX, 423 Becht Hall 16214-1232; Email asalsgiver@pennwest.
edu or phone 814-393-2109.
Inquiries may also be directed to the Director of the Office for Civil Rights, Department of Education, 330 Independence Avenue, SW, Washington, DC 20201.