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Administrative Support Specialist

2 months ago

Pittsburgh, Pennsylvania, United States Commonwealth of Pennsylvania Full time
POSITION OVERVIEW

Under the guidance of the Clerical Supervisor, this role is responsible for providing administrative and office assistance to personnel within the District Office, ensuring that operations run smoothly and effectively.

ROLE RESPONSIBILITIES

The Administrative Support Specialist will deliver direct clerical assistance to Vocational Rehabilitation Counselors, including transcribing audio recordings, written notes, and drafting communications from assigned counselors while ensuring accuracy and neatness. Additionally, this role involves organizing and filing information according to established case filing protocols in participant case files.


The Administrative Support Specialist will access and update participant records through a web-based system. Responsibilities include entering and maintaining referral data in CWDS, directly inputting base record information through personal or telephonic interactions with potential participants, and facilitating the automated mailing of Participant ID letters for new participants based on the entered base record data. This position also requires generating correspondence as necessary within CWDS and creating specialized letters for participant accommodations.


As directed by the case manager, timely entry of case notes into CWDS is essential for visibility and sharing. The Administrative Support Specialist will also input cost service details into service authorizations through CWDS as instructed.


This role involves reviewing and customizing online letters to inform participants about authorized services, accessing open encumbrances, and managing invoices and reimbursements online, including cancellations when required. The Administrative Support Specialist will document necessary customer equipment tagging information within the online service authorization.


Furthermore, this position requires the completion of all relevant customer information and the entry of handwritten or dictated case details into CWDS on behalf of case management or management staff to maintain the electronic case file. This includes but is not limited to service authorizations, medical claims, assigning/unassigning case managers, job coaching forms, Individualized Plans for Employment (IPEs), and closure data.


Work Schedule and Additional Information:

  • Full-time employment
  • Standard work hours are from 8:00 AM to 4:00 PM, Monday through Friday, with a 30-minute lunch break.
  • Telework: Opportunities for part-time telework may be available after successful completion of the training period, provided a secure high-speed internet connection is maintained from an approved location.
  • Salary: New hires will start at an annual salary of $35,306 (before taxes).
QUALIFICATIONS AND REQUIREMENTS

Minimum Experience and Training:

  • Six months of experience as a Clerical Assistant 1 (commonwealth title); or
  • High school graduation; or
  • An equivalent combination of experience and training.

Additional Requirements:

  • Compliance with PA residency requirements is necessary.
  • Ability to perform essential job functions is required.

Application Process:

  • Resumes and cover letters will not be reviewed; eligibility must be demonstrated through the application.
  • If claiming education, a copy of college transcripts must be attached for consideration.
  • Applications must be submitted by the closing date; late submissions will not be accepted.

Veterans' Preference:

  • Qualified veterans receive employment preference for many state and local government positions.

The Commonwealth is committed to equal employment opportunities and values diversity in its workforce. All qualified candidates are encouraged to apply.