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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00021963 |
Description Activated On: 12/31/2025 11:08:31 AM |
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 reports to the Policy, Planning & Training (PPT) Section Administrator, and is responsible for primary receptionist coverage for OVR Central Office, in addition to providing clerical and administrative support to Vocational Rehabilitation (VR) Specialists and the Section Administrator (as needed) in the PPT Division in OVR’s Bureau of Central Operations (BCO). Included in this work is the following: answering and responding to calls, emails and voicemails and disseminating to appropriate parties; dissemination of mail; processing of continuing education certificates; keeping minutes for various boards and committees; reviewing and updating OVR documents as requested to ensure accessibility; and redacting and filing monthly Customer Satisfaction Surveys. Responsible for accurate use of the Commonwealth Workforce Development System (CWDS), computer and Microsoft Office products, including the use of the Internet and e-mail. |
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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. The following duties are performed: •Function as the primary receptionist for OVR’s Central Office, including answering, responding to, and/or appropriately forwarding phone calls, voicemails and emails in a professional manner. •Monitor assigned email resource accounts, answering inquiries or forwarding them to the appropriate staff. •Assist with reviewing in-coming mail and routing mail accordingly on assigned day each week. •Prepare Commission on Rehabilitation Counselor Certification (CRCC) and the Academy of Certification of Vision Rehabilitation and Education Professionals (ACVREP) continuing education certificates for eligible OVR staff and other professional attendees for approval by the designated Training Director, •Maintain records of all CRCC and ACVREP continuing education approvals. •Take and edit minutes for the State Board of Vocational Rehabilitation (State Board) and VR Service Needs Assessment (VRSNA) committee. •Review and edit OVR documents as requested in order to ensure full accessibility. •Review and redact monthly Customer Satisfaction Surveys to remove personally identifying information, and file appropriately. •Assist in the formatting, typing and/or editing of documents needed within the PSDT division. •Serve as back-up for technical assistance with virtual and in-person trainings and meetings. •Photocopies materials as needed. •Prepare reports, maintain databases and spreadsheets, and maintain and monitor files. •Schedule appointments and meetings, transmit and receive messages through email and fax. •Prepare and submit travel expense reports for BCO staff as requested. •Complete other duties as assigned. |
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. Answer questions and direct calls and emails appropriately and professionally. Disseminate mail to appropriate staff. Edit electronic documents to ensure accessibility. Use judgement and available resources to develop meeting minutes. Remove and redact personally identifying information from Customer Satisfaction Surveys. |
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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: 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. Licenses, registrations, or certifications: 1. N/A 2. N/A 3. N/A 4. 5. 6. |
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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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