Salary: $35,714.81 Annually Location : Wilkes-Barre, PA Job Type: Full-time Job Number: 01813 Department: MH-DS Opening Date: 11/26/2024 Closing Date: 12/9/2024 11:59 PM Eastern Description This position is responsible for varied, advanced clerical assignments within the Mental Health and Developmental Services Department (MH/DS). The incumbent will be responsible for: (1) Processing of purchases for a staff of over 60 individuals including System of Care (SOC) Coordinator. (2) Assisting in the Requests for Proposal (RFP) process as well as provider and individual contract preparation. (3) Assisting in timekeeping and payroll preparation/validation process. (4) Assisting in activities surrounding the involuntary mental health court commitment process. (5) Assisting in MHDS and System of Care sponsored conferences, trainings, community awareness and other special events. This position reports directly to the Administrative Assistant 2 for the Mental Health and Developmental Services Administrator. Essential Duties and Responsibilities
- Processes all purchases for a staff of over 60 individuals including System of Care (SOC) Coordinator, from general office supplies to major purchases such as computer software and hardware, security licenses, photocopiers, office furniture, print jobs or other requested purchases. Must obtain quotes when necessary and utilize County accounting software to process all purchases. Assures all requisitions and purchase orders match deliveries slips and invoices. Assures daily office supplies are organized, maintained and replenished
- Organizes and coordinates all Requests for Proposal (RFPs), both yearly and individual RFPs, required throughout the year to fill a specific program need. Works closely with the Program Specialists to assure that service descriptions, general guidelines and email groupings/lists are updated and accurate for the RFP process. Arranges Bidders' Conference, as well as posting on the MHDS website, County website and publishing of RFP legal ads in newspapers according to the County's RFP procedures
- Logs invoices that are received through the general accounts payable email account and assures all invoices are processed and distributed appropriately for timely approval and payment
- Prepares abatements for the County MHDS Administrator's authorization/signature and submits abatements to the State and Regional Office of Mental Health and Substance Abuse Services (OMHSAS) on a quarterly basis
- Prepares quarterly delinquency letters for the County solicitor's signature and distributes appropriately
- Assists the Budget Analyst with preparing, processing and organizing all provider contracts
- Assists in processing various Human Resources (HR) forms for review and submission to the Luzerne County Human Resources (HR) Department
- Provides back-up support to the timecard specialist who performs daily edits on timecards for the Fiscal Team, Data Team, Mental Health Team, Administrative Entity Team, Supports Coordination Organization (SCO) and others as needed. Also assists with back-up support for the timecard specialist during payroll preparation and validation process. Generates Kronos reports when necessary.
- Maintains the Fiscal department filing system.
- Supports the Administrative Assistant to the Administrator and Administrative Assistant to the Deputy Administrator in coordinating all activities for trainings, conferences, community awareness events, annual Provider and Public Hearings and other special events/meetings sponsored by the MHDS Office including System of Care. Activities may include but are not limited to:
- Creating and distributing flyers, brochures, invitations, certificates
- Creating and distributing press releases and public service announcements
- Searching and securing venues and obtaining quotes for services
- Obtaining W-9 forms for new vendors if needed
- Working with the Office of Human Services (OHS) Budget Analyst to initiate Contract Review Sheets (CRS) when necessary
- Managing registrations
- Assuring accuracy of venue set up
- Coordinating conference registrations and hotel accommodations for MHDS Administrative staff in line with county protocol. Assures payments are received by the conference sponsors and hotels
- Updating the On-Boarding welcome packet for new MHDS team members
Provides back-up support to the Clerk Typist 3 responsible for assisting in activities related to the involuntary mental health court commitment process Provides typewritten correspondence, proposals, fiscal reports and other typing assignments either from handwritten draft, typed draft or oral dictation Schedules and arranges for meetings through calendar events/invites, which also includes scheduling and preparation of conference rooms, maintaining an accurate list of attendees and providing follow up contact Provides accurate minutes of the meeting if necessary and on a timely basis Assists with opening, processing and distribution of daily office mail and faxes Maintains and updates the Department of Human Services (DHS) regulations' binders Assures deadlines are met with timeliness, accuracy and precise attention to details Other duties as assigned Required Knowledge, Skills and Abilities
- Knowledge of English grammar, spelling, and punctuation at a level equivalent to that used in writing or adjusting written materials normally consisting of complex sentence structures; one, two, and three syllable words; and punctuation marks for word, number, sentence, phrase, and clause separation
- *Knowledge of the specialized office procedures and practices which relate to the work process
- Knowledge of standard office procedures, practices, conduct, and actions necessary in maintaining harmonious working relationships
- Knowledge of techniques applied in using the English dictionary and referencing technical journals or code books
- Knowledge of the types, organization, and use of various kinds of office files that are organized according to multiple indexing methods; and logs, forms, and letter formats used in consolidating information from numerous sources
- *Knowledge of advanced arithmetic which involves calculations similar to adding, subtracting, multiplying, and dividing mixed numbers or complex fractions, conversions of fractions into decimal or percent form, and the use of variable formulas that are selected on a situation or problem basis
- Knowledge of the care and maintenance of a desktop computer, laptop and typewriter
- Skill in using a computer, laptop or typewriter console at a minimum speed rate of 40 words per minute
- Ability to learn the uses and care of specialized computer, laptop and typewriter console equipment including mass storage typewriters and computer input consoles
- Ability to understand and follow oral and written instructions which explain the work objectives and general guidelines that require independent decision making on the most appropriate procedures to be followed in varied courses of action
- Ability to make independent determinations on the best possible resolution to processing problems
- Ability to develop and set up clerical procedures for the process or office activities performed
- Ability to assemble, organize, and present status information from various source materials concerning the operation of a process or office activities
- Ability to proofread varying types of information for conformance with a prescribed pattern or form, to assure the adherence to instructions and clerical office procedures, maintain consistency of thought and requirements, and for compliance with specific administrative or procedural rules
- Ability to transfer information from formats which occur in random order and present a modified form according to rules and procedures
- Ability to organize work in a manner which insures smooth processing and accomplishment of priority items on schedule.
- Ability to use discretion and judgement in dispensing information which may be susceptible to misunderstanding or misuse
- Ability to instruct and advise clerical employees on the methods and procedures used in a process
- Ability to collect and organize material for reports by determining the information sources, appropriate information, and form of presentation
- Ability to compose correspondence of inquiry or explanation relating to a problem, request, or program need by surveying the nature of the item and determining the course of action to execute the presentation
- Ability to maintain cost, financial tax, or disbursement records and statements that do not involve the use of standard accounting principles by posting, entering, transferring, adjusting, and balancing numerous accounts in the control process
- Ability to perform intermediate arithmetic calculations such as the adding and subtracting of whole numbers and decimals; and multiplying and dividing by two or more digit whole numbers or decimal multipliers and divisors
- Ability to operate office and mail processing machines such as the adding machine, photocopier/printer/scanner, fax, postage meter and instruct others in their use
- Knowledge of software applications such as but not limited to Microsoft Office Outlook, Word, Excel, PowerPoint, Publisher, Teams and Adobe Acrobat Pro, and have the ability to adapt to changes in these office applications
- *Special selection criteria based upon the nature of the position.
Minimum QualificationsRECRUITMENT METHODS: Applicants must meet one (or more) of the following method(s) to be considered for this vacancy:
- Seniority Promotion: Bidding employees within the designated seniority unit when collective bargaining unit obligation(s) have been met then the following recruitment methods may be used:
- Promotion Without Examination
- Transfer
- Reassignment
- Voluntary Demotion
- Reinstatement
- Civil Service Lists
ELIGIBILITY - ALL CANDIDATE{S): 1.) Meet the minimum experience and training (MET'S) required for this position:
- Six months as a Clerk Typist 2, and educational development to the level of completion of high school; or
- One year of progressively complex clerical typing experience and completion of high school; or
- Six months of moderately complex clerical typing work and completion of a post high school business curriculum; or
- Any equivalent experience and/or training which provided the required knowledges, skills, and abilities.
2.) Be a resident of Pennsylvania 3.) State Civil Service Commission Approved Additional Special Requirements: None 4.) Be eligible for selection in accordance with the merit system employment regulations ELIGIBILITY - COMPETITIVE PROMOTION WITHOUT EXAMINATION ONLY: CLASS RESTRICTIONS: 1.) Have held regular civil service status in the following classifications:
SELECTION CRITERIA:1.) Meet the minimum experience and training required for the job. 2.) Meritorious Service, defined as:
- The absence of any discipline above the level of written reprimand during the 12 months preceding the closing date on the posting
- The last due overall regular or probationary performance evaluation was higher than unsatisfactory
3.) Seniority, Defines: A minimum of twelve months in the next lower class(es) by the closing date of this posting 12/09/2024. APPLICATION INSTRUCTIONS: 1.) Interested qualified applicants must submit all the requested materials as specified in the How to Apply. Failure to comply with the above application requirements will eliminate you from consideration for this position. 2.) Additional information may be obtained by contacting: Brianna Ziller Human Resources Generalist 570-###-#### ...@luzernecounty.org POSITION DETAILS:
- Full time
- Civil Service
- Permanent
- Union
- Code: L0033
- Hours: 8:00 AM to 4:30 PM
- Pay Range: 30
** YOU MUST HOLD CIVIL SERVICE STATUS IN ORDER TO APPLY FOR THIS POSTING **HOW TO APPLY:All EXTERNAL CANDIDATES must apply and submit an application via: If you are contacted for an interview and need accommodations for the interview due to a disability, please advise the interviewer of the accommodations you require well in advance of the scheduled date. LUZERNE COUNTY IS AN EQUAL OPPORTUNITY & AFFIRMATIVE ACTION EMPLOYER.I. Medical Insurance The coverage begins for the employee the on the first of the month following the first full 30 days of full-time employment for employees and their eligible dependents. Cost to the employee to participate in the plan varies by the coverage selection and the number of dependents; and may be subject to collective bargaining agreement. The employee may also elect to opt out of the County's medical insurance if proof of coverage is provided. Under this arrangement, the employee is provided with an annual opt out payment. II. Vision and Prescription The coverage begins for the employee on the first of the month following the first full 30 days of full-time employment for employees and their eligible dependents. Contributions may vary, subject to collective bargaining agreement. III. Dental Coverage The coverage begins for the employee on the first of the month following the first full 30 days of full-time employment for employees and their eligible dependents. Contributions may vary, subject to collective bargaining agreement. IV. Life Insurance A $50,000 life insurance policy is afforded to full-time employees, unless specified differently in a collective bargaining agreement. It remains in effect as long as the employee is actively employed and terminates upon resignation or retirement. V. Retirement All full-time employees and part-time employees working more than 1,000 hours per year qualify for Luzerne County retirement benefits, in which employees must contribute 5% of their earnings, and may choose to add to an additional voluntary contribution, not to exceed an additional 10%.