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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00027871 |
Description Activated On: 4/14/2026 12:48:54 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. The Administrative Assistant 2 is responsible for providing administrative support to the Division of the State Boards of Medicine, Osteopathic Medicine and Podiatry within The Bureau of Professional and Occupational Affairs. The Administrative Assistant 2 reports to the Division Chief and directly supervises a large team of clerical support staff in the following classifications: Clerical Supervisor 2, Clerical Assistant 3, and Licensing and Certification Evaluator. The Administrative Assistant 2 oversees the coordination of work performed by the employees assigned to process applications for the physician professions, as well as assists with the work of staff reporting to the Clerical Supervisor 2. This position serves as a resource for board-related information regarding the Medical Board and performs duties for special projects involving unit activities as well as other duties, as assigned. |
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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. Supervises the Clerical Supervisor 2 (allied health professions), Clerical Assistants 3, and Licensing and Certification Evaluators and provides guidance and direction to staff including changes in board policies, rules and regulations. Assists with Board Administrator duties, as needed. Coordinates and monitors on-going daily workload requirements and, in conjunction with the Clerical Supervisor, establishes priorities accordingly. Reviews applications: refers exceptional cases to Board Administrator or legal staff as required and maintains status records of these exceptional cases; and determines eligibility of selected applications. In collaboration with the Board Administrators of Medicine, Osteopathic Medicine and Podiatry boards, develops, maintains, and publishes a manual of board laws, rules and regulations, policies and procedures. Responds orally or in writing to information requests from the public, applicants, licensees and support work units. Assists with Interstate Medical Licensure Compact (IMLC) correspondence and application processing. Develops form letters, application forms, etc. subject to review by the Division Chief and assists with licensing system development/improvements, as well as division processes and procedures for staff. Assists with the hiring process of clerical staff, including scheduling of interviews, participation on interview panels, candidate selections, and new hire on-boarding. Collaborates with other administrative staff in development and oversight of all staff training and assists with the development and maintenance of application processing and procedure manuals. Provides information to the legal office concerning violations and complaints. Prepares written reports as needed. Answers telephone inquiries. In coordination with Medical Board Administrator, reviews proposals in the rules and regulations development process to determine impact on application review processes and staff operations. Provides input to Operations and Contract Management. Performs other related duties as assigned by supervisor. Employees in this position may participate in the performance of their subordinates' work consistent with operational or organizational requirements. |
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. Performs the required tasks in compliance with the laws, regulations, and policies. Makes decisions as to eligibility of candidates for licensure, authenticity of submitted documents, applicant's ability to meet requirements for licensure, etc. Only unusual cases or cases which need to be reviewed by the Board are referred to supervisor. Makes supervisory decisions relative to choosing candidates being recommended for hire, what tasks are assigned to what employees, timelines for completing tasks, if discipline needs to be taken, job descriptions and standards, etc. Certain labor relations/disciplinary issues may have to be referred to supervisor. |
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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. 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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