Position Description

Commonwealth of Pennsylvania
POSITION DESCRIPTION FOR JOB POSTING
Position Number: 00013304	Description Activated On: 4/1/2026 3:06:02 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 is an entry level position that provides support functions to the Harrisburg Regional Office administrative, supervisory, legal, and investigative staff in order to fulfill the mission of the Pennsylvania Human Relations Commission.

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.

Conducts initial assessments of potential complaints to determine jurisdiction under the Pennsylvania Human Relations Act (PHRA) and whether filing requirements are met.

Transfer untimeliness complaint filings based on circumstances presented during intake, to supervisor for review.

Schedules intake interviews for complainants whose cases meet jurisdictional and timeliness criteria.

Prepares service letters for Complainants, Respondents, and Attorneys.

Scans, indexes, and distributes case-related mail to appropriate staff and systems.

Maintains office inventory and agency materials, including ordering supplies and tracking usage.

Initiates cases in the Case Management System (CMS) based on information gathered during preassessments.

Proofreads and formats correspondence and official documents using Microsoft Word and other software tools.

Mails questionnaires resulting from RFI’s (Request for Information) compiled by Unit staff members.

Provides front-line support by answering calls, greeting walk-in visitors, and responding to inquiries regarding complaint procedures.

Processes outgoing mail using postage equipment and ensures timely delivery of questionnaires and other materials.

Operates office machines and performs general clerical tasks to support daily workflow.

Prepares cases for service and provide notice of Fact-finding Conferences.

Performs other duties as assigned.

Travels as required.

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.

This position checks whether complaints meet filing requirements, including timeliness and jurisdiction, and proceed to schedule intake interview, move to supervisor, or close the case. While final decisions rest with management, the position exercises judgment within defined parameters and provides fact-based data that inform case handling by Human Relations Representatives.

This position works closely with the Intake Team Leader and Clerical Assistant 3 incumbents when providing guidance and making and communicating decision to the public. As job and agency knowledge increases, autonomy to complete job functions will increase.

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:

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Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.

1.	Communicates effectively, both orally and in writing
2.	Assess complaints for jurisdiction, timeliness, and plausibility under PHRA.
3.	Enter and update case information in the Case Management System.
4.	Prepare and process legal documents including service letters and notices.
5.	Schedule and coordinate fact-finding conferences and intake interviews.
6.	Scan, index, and distribute case-related mail and documentation.
7.	Provide front-line support by answering calls and assisting walk-in visitors.
8.	Maintain office inventory and order supplies as needed.
9.	Operate office equipment and perform general clerical tasks.
10.	Process outgoing mail and ensure timely delivery of materials.