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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00028542 |
Description Activated On: 6/23/2026 2:07:30 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. Position will provide clerical support to various professional disciplines and can be assigned work for various departments. |
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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. Position reports to and receives work assignments from clerical supervisor 1. Provides clerical support screening visitors, telephone calls and incoming mail and channels to appropriate party for resolution. Serves as a liaison between community personnel, facility offices/departments and outside agencies. Uses computer/word processor to complete assignments including ISP’s, reports, letters, transmittals, vouchers, agendas; ensures documents are neat and accurate. Work is prioritized according to urgency and maintains confidentiality of information. Input requests into the SRM (Supplier Relationship Management) orders for food, office or housekeeping supplies, furniture system by taking inventory of items needed and processing routine requests such as APR’s. Take meeting minutes as assigned, transcribe, and distribute to appropriate staff, supervisor, etc. Discretion is used in preparing meeting notes, which are shared with the appropriate staff and circulated throughout the facility. Prepare APR (Agency Purchase Requests) for items costing less than $3,000. Assign tracking number for future reference. Submit all APRs to appropriate department and Business Office for signature and approval. Provide training and support to variety of professional staff on Microsoft computer programs, such as Microsoft Word, Excel, Outlook, and Power Point. Accountable for daily completion of timekeeping staff time and attendance sheets. Record time used by staff and review for accuracy before submitting to appropriate department. Resolve issues in any discrepancies noted by TK dept. Initiate and prepare TK5s upon change of employee’s shift or rotation, change of department or neighborhood's, change of supervisor, or break days. Notification is forwarded to Timekeeping Department, Scheduling Office, and Human Resources. Review Maintenance Work Orders for completion and urgency. All emergency work orders are called into the Maintenance Department for immediate resolution/repairs. All work orders are inputted into the MAPPER SYSTEM by the community secretary. All Employee Performance Reviews completed by supervisor are filed in the correct location. Originals are submitted to Human Resources and duplicate copy given to employee and copy filed in employee’s personnel file in department office. Complete demographic information on new employees and update as changes occur for staff assigned to Neighborhoods. Information is kept confidential and accessible in case of emergency. Responsible for service and repairs to copy machine and fax machine assigned to departments. Prepare key request forms for staff and lock changes request forms; submit to Maintenance department for processing. Mail Room Duties - sort US mail to the appropriate living area. Weigh and apply postage to outgoing mail. Record and apply cards to packages that come in for individuals. Prepares department correspondence, reports, memoranda, purchase requests, SRM requisitions, forms, etc. by collecting data, and proofreading for accurate, complete documents. Collect/record data for various reports (voter registration, community outings) and submit completed report to appropriate parties. Maintains various daily reports such as overtime and monthly mileage sheets, goods receipts, training rosters, material logs, vendor info., etc.; maintain files for dept. correspondence, contracts, various records, etc. As assigned may serve as community back up support on an as needed basis; Maintain calendars for all trips/Vehicles assigned to a neighborhood; maintain records for each assigned vehicle and book for all travel (on and off grounds). Check driver’s license to ensure each driver has a valid driver’s license; Monitor department staff In/Out board to ensure accuracy. Performs other job-related 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. Position will complete daily tasks independently following work assignments. Direction for prioritizing tasks and completion of more complex tasks will be resolved working with the 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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