|
Commonwealth of Pennsylvania |
|
|
POSITION DESCRIPTION FOR JOB POSTING |
|
|
Position Number: 00011095 |
Description Activated On: 1/30/2026 3:47:19 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. Provides administrative support services directly to the Deputy Secretary for Elementary and Secondary Education in the capacity of executive secretary. The duties require business to be conducted in a confidential manner. |
|
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. Assists in planning and analyzing work to relieve the Deputy Secretary of administrative details and interprets and transmits information to other offices. Provides support to the Office of Elementary and Secondary Education by providing input to program decisions based on administrative analysis of programs and office requirements. Assists program staffing analyzing problems, performing research relevant to the issues and planning for resolution. Cooperates with and acts as liaison to administrative personnel in the Department's Bureaus of Budget and Fiscal Management, Human Resources, Management Services and Information Systems as well as the Office of Chief Counsel, the Comptroller's Office, and other agencies, including school districts, intermediate units and other educational institutions, as required in completing tasks and maintaining cooperative working relationships for the successful operation of the Office of Elementary and Secondary Education. Composes routine correspondence, such as responses to invitations, thank you letters, and responses to requests for information. Writes reports, letters, memos, and research assignments as requested by the Deputy Secretary. Schedules meetings, appointments, and conferences, as well as other commitments of time, for the Deputy Secretary and gathers materials from other sources pertaining to the meetings and conferences. Makes all travel arrangements for the Deputy Secretary. Prepares and submits travel reimbursements utilizing the ESS system. Answers the telephone for the Deputy Secretary's office. Furnishes information to visitors or callers, and/or refers callers to the proper person based on information gathered and knowledge of the location of programs in the Department, rules and regulations and methods and procedures. Types all memos, letters, reports, and speeches for the Deputy Secretary, including confidential materials. Reviews all correspondence prepared for the Deputy Secretary's signature for format, completeness, tone, grammar, accuracy, and consistency with departmental policy. Reviews all incoming correspondence for the Deputy Secretary and logs all correspondence onto the Department's Corresponding Tracking System (DTS). Determines which correspondence the Deputy Secretary should review personally and routes remaining correspondence to appropriate offices. Initiates correspondence to staff concerning personnel changes, meetings, and office procedures. Prepares purchase orders for books, office supplies, and catering. Serves as the Human Resources representative and does such necessary tasks as required with this position. Serves as the timekeeper for the staff under the direction of the Deputy Secretary of Elementary and Secondary Education. Handles record retention for OESE. Performs other duties as necessary. |
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. Determines proper routing of correspondence and phone calls. Using experience and judgment, provides input to the Deputy Secretary on administrative processes. Using independent judgment, performs research on relevant issues. |
||||||||||||||||||||
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. 5. 6. |
||||||||||||||||||||
Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
|