Commonwealth of Pennsylvania

POSITION DESCRIPTION FOR JOB POSTING

Position Number:  00030221

Description Activated On:  3/10/2026 7:55:51 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. 

 To provide the full range of support functions to the Pittsburgh Regional Office administrative, supervisory, legal, and investigative staff in order to expedite 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.

Initiate the service of investigation process for complaints using appropriate software, Microsoft Word, Excel, Outlook and the PHRC Case Management System. Provide assistance to visitors, addressing complaints. Schedule or reschedule appointments as assigned. Operate office equipment (e.g., photocopiers, scanners), manage supplies, and ensuring that the office environment is organized and efficient.

Prepare file folders for case investigations.

Assist staff in case file preparation projects.

File, sort, collate, and maintain office documents.

Maintain inventory of agency fliers and brochures to ensure easy access and retrieval.

Date stamp and enter data from correspondence to the electronic Case Management System to initiate the complaint filing process.

Enter data to the electronic Case Management System to submit cases for closing as directed.

Prepare cases for service ( formal delivery of investigative documents and notification of investigation).
Proofread all typed or computer-generated material for accuracy and completeness.

Date stamp, scan and enter all incoming case-related mail
Date stamp, log, scan, and distribute incoming office mail to addressed staff.

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

Serves as the first point of contact for visitors and customers. Rotate as office receptionist to cover the front desk to answer phone calls, direct inquiries and provide information about the complaint filing process.

Utilize the postage machine and related scales to process out-going mail.

Operate regional office equipment, including photocopy/scanner, postage machine and personal computers.

Call IT department for computer assistance when needed.


Ability to interact positively with staff and work in a general community comprised of all persons representing all respective protected classes encompassed under the Pennsylvania Human Relations Act(PHRA).

Ability to follow written and verbal instructions.
Ability to work in a team environment.

Ability to work in a fast-paced environment that has varying demands for multitasking capabilities.

Proficient in various office software (e.g. Microsoft Office Suite).
Ability to learn and utilize Outlook, PHRC Case Management System (CMS), and other proprietary Commonwealth software.

Ability to prioritize multiple work assignments in a professional manner.

Ability to maintain punctuality and attendance.

Ability to communicate professionally and effectively verbally or in writing to staff and the public.

Perform other duties assigned and take part in cross-training.

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.

Key decision-making and work assigned through the Regional Director and Intake Unit Supervisor. At times, Unit Supervisors will designate work or assignments consistent with efficient office workflow. Work product is reviewed by Regional Director and supervisors.

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:

Experience using Case Management Systems.

Licenses, registrations, or certifications:

1.   N/A
 
2.   N/A
 
3.   N/A
 
4.   N/A
 
5.   N/A
 
6.   N/A

Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
 
 1. Use a computer, office equipment and case management system to complete case related functions.
 2. Interact with staff and the public of diverse demographics.
 3. Work in an environment that has varying demands and pressures while maintaining a cordial relationship to achieve goals and the mission of PHRC.
 4. Have working knowledge of Microsoft Word. Type correspondence using correct grammar and punctuations, free from errors.
 5. Operate the necessary office equipment (fax, copier, scanner, telephone).
 6. Learn and use the PHRC Case Management System(CMS) and applications of software applications.
 7. Be able to multi-task, work in a fast paced environment, and prioritize multiple work assignments in a professional manner.
 8. Be able to learn and utilize office software, including Microsoft Word, Excel, Outlook, Case Management System (CMS), and other proprietary software.
 9. Follow written and verbal instructions.
 10.