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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00009930 |
Description Activated On: 2/23/2026 12:10:42 PM |
Position Purpose: Describe the primary purpose of this position and how it contributes to the organization’s objectives. Example: Provides clerical and office support within the Division to ensure its operations are conducted efficiently and effectively. This position is assigned to the Business Office and will provide clerical support for various departments including business office, dietary, HR, maintenance, revenue, and nursing. This position reports directly to the Deputy Commandant for the Pennsylvania Soldiers' and Sailors' Home. |
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Description of Duties: Describe in detail the duties and responsibilities assigned to this position. Descriptions should include the major end result of the task. Example: Types correspondence, reports, and other various documents from handwritten drafts for review and signature of the supervisor. Prepare documents in draft and final format. Review text and data for grammatical and numerical accuracy and completeness, organize documents according to established format, and prepare drafts and final forms of documents. Type oral/and or written reports. Prioritize calls for various departments. Maintain knowledge of policies and procedures for PSSH. Assist various department managers with typing updated policies. Provide assistance to facility Department Heads to obtain data and information on staff requirements. Maintain and update files on a continuous basis. These files could include but not limited to general correspondence, internal, incoming and outgoing; policies and procedures for the operation of the Home; rules and regulations of the DMVA; information on various surveys conducted at this facility, information on various departments, inventory files, resident files, and personnel files. Schedule use of meeting rooms in the facility with the computer calendar program and make sure all necessary arrangements have been made for these meetings such as special equipment needed, provisions for lunches and/or coffee breaks, provisions for parking, etc. These rooms are used by other State Agencies for training; therefore, serve as liaison with these agencies. Take notes and draft into official minutes for various committees and other meetings (QA, Safety, PCU Resident Council, Welfare, VOAC and others as needed). Photograph new employees upon hire and maintain employee photo files. Operate office equipment such as computer, typewriter, fax machine, calculator, copier and shredder to process correspondence and other documents. Prepare or complete forms and correspondence from copy, draft or general instructions. Proofread to verify the use of proper grammar and spelling. Make hotel and travel arrangements as needed. Enter travel expense data for reimbursement according to state travel regulations. Screen visitors and phone calls and refer to appropriate personnel, or take messages. Receive and distribute incoming mail; process outgoing mail as required. Collect, sort, process and distribute mail and newspapers to appropriate units and residents. Utilize SRM program to requisition and receive items/services for the facility as needed. Type purchase request documents, schedules, work and shift assignments, letters, memorandums, and various forms as directed. Maintain a material/equipment purchase and receipt system by assigning departmental purchase codes and recording pending and receipted orders, including dates and all other pertinent information. Participate in mandatory in-service and attend continuing education seminars to improve skills and knowledge. Support the facility QAPI efforts by attending all assigned QAPI training; following established policies and procedures in support of QAPI efforts; participate in PIP teams as assigned; sharing ideas for improvement in the organization; and supporting QAPI efforts both verbally and non-verbally, including adjusting performance and practice in accordance with QAPI initiatives and findings. Performs work in accordance with the DMVA general safety rules and safety rules for this position. Immediately reports all workplace injuries or incidents to the supervisor; and/or immediately corrects any safety hazards in the work area or reports same to supervisor. Perform other related clerical duties in various departments as required. Use personal protective equipment when required such as gloves, masks, face shield, etc. |
Decision Making: Describe the types of decisions made by the incumbent of this position and the types of decisions referred to others. Identify the problems or issues that can be resolved at the level of this position, versus those that must be referred to the supervisor. Example: In response to a customer inquiry, this work involves researching the status of an activity and preparing a formal response for the supervisor’s signature. Decisions are made according to established policies and procedures. Refer non-routine issues to the supervisor or other manager. |
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Requirements Profile: Identify any specific experience or requirements, such as a licensure, registration, or certification, which may be necessary to perform the functions of the position. Position-specific requirements should be consistent with a Special Requirement or other criteria identified in the classification specification covering this position. Example: Experience using Java; Professional Engineer License Experience: Licenses, registrations, or certifications: 1. N/A 2. N/A 3. N/A 4. N/A 5. N/A 6. N/A |
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Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
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