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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00030940 |
Description Activated On: 2/13/2025 1:13:39 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. Provides the sole source of administrative support to the Executive Director of the Agency and nine Governor appointed Commissioners. |
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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. Serves as confidential secretary and sole source of administrative support to the Executive Director and nine Governor-appointed Commissioners. The majority of the work performed is carried out independently, under the general direction of the Executive Director. Relieves the Executive Director of details pertaining to the control of work agenda, processing of inter and intra departmental written correspondence, and preparation of travel itinerary. Knows the agency programs and objectives and relates them to the clerical process on an agency-wide basis. Establishes and maintains effective working relationships with employees, legislators, and the general public. Provides critical public contact by gathering information from the public, resolving complaints, and providing responses to Governor’s staff, legislators, heads and staff of other state agencies, and members of the public on matters under the purview of the Executive Office. Apprises the Executive Director, Chief Counsel, Legislative Liaison, Executive staff, and Bureau Directors of any pertinent office activities, current events, and news of sensitive and critical issues in regard to visitors, callers or other inquiries. Exercises discretion and initiative in supporting the functions of the Executive Director. Works as liaison for Executive Director among Commissioners and staff. Communicates and corresponds with staff of other state agencies and Game Commission bureaus and regions on a variety of topics. Defines priority projects and ensures completion. On behalf of Executive Director, assigns tasks to Executive Office staff, Bureau Directors, Section Chiefs, or other PGC staff when necessary. Maintains an Executive Director Task assignment spreadsheet. Records assignments, determines due dates, and monitors assignments to ensure completion. Develops and implements procedures for expediting the flow of memoranda and other documents to, from, and through the Executive Office. Reviews correspondence, news sources, technical information and other materials received by the office and informs Executive staff of significant developments and problems and routes material to appropriate offices within the Agency. Controls the flow of memoranda for the Executive Director’s signature. Maintains correspondence file to ensure prompt responses to inquiries. Drafts and prepares correspondence for Executive Director and Commissioners. Independently composes a variety of memoranda or letters with only general instructions. Prepares correspondence to the Governor, members of the General Assembly, and other high-ranking officials. Advises clerical staff on questions arising in regard to proper procedure and correspondence/document preparation. Reviews correspondence for signature of Executive Director for format, composition, and correctness. As necessary, makes grammatical and punctuation changes. Ensures that other essential staff have reviewed the correspondence prior to Executive Director signage. Once signed, handles distribution of correspondence. Finally, maintains files of completed, signed correspondence Coordinates the scheduling of a wide variety of meetings on behalf of the Executive Director and Commissioners with dignitaries and other agency heads, Executive Office staff, and key management staff. Determines date, time, and location and follows up with phone call and/or electronic meeting notification. Compiles information for meeting agendas, ensures that adequate copies are made, and circulates prior to or at function. Maintains appointment schedules for Executive Director with staff members, other state agencies, legislators, and members of the public. If meeting is scheduled to be held at PGC headquarters, determines meeting room needs, checks availability, and reserves room. Quarterly reserves dates and times for Commissioners Working Group meetings and collects briefing items from staff, and in advance provides Commissioners with information. Oversees the scheduling of the Commissioners' Conference room and ensures that events meet scheduling criteria. Travels, on an as needed basis, to assist the Executive Office staff at Commission meetings, conferences, etc. This includes meetings outside the Harrisburg area. Oversees all activities pertaining to, leading up to, during, and following the quarterly Commission meetings. Secures meeting site if off Harrisburg headquarters premises and drafts meeting schedule. If meeting is scheduled to be held outside of the Harrisburg area, coordinates arrangements with respective hotel and ensures that facility can accommodate PGC needs. Once site is selected, makes meeting room reservations, overnight guest room reservations, and follows up with sales personnel on any changes or additional needs, i.e., equipment, food, etc. required by staff. Negotiates expenses with hotel sales office, then finalizes all arrangements, and ensures that agency is not charged for unnecessary services. Prepares the Sunshine Law Meeting Notice and ensures that PGC quarterly meetings/special Commission meetings/Commissioner Committee meetings are published in accordance with the Sunshine Act requirements. Establishes deadlines, collects and sorts agenda items, and records for Executive Director review. Establishes deadlines for agenda item narratives. Receives and prepares the narrative agenda items submitted by Bureau Directors and other staff. Responsible for format of Commentary and accuracy of agenda before it is reviewed. As necessary, makes grammatical and punctuation corrections. Coordinates agenda completion and prepares final agenda. Maintains a distribution mailing list and ensures the agenda and schedule are sent out in a timely fashion. Promptly notifies Commissioners, , Executive Director and staff of any changes to the schedule. Electronically forwards the final agenda to the PGC Webmaster to ensure posting on PGC website. Ensures that Press Secretary has ample time to complete and prepare press release. Ensures organization of any additional handouts/materials for the Commission meetings. Schedules a stenographer to attend Commission meetings to record minutes. Attends the meeting to record motions and amendments before printing and distribution. Determines number of meals required for Commission meeting or other planned events and secures caterer. Oversees coffee/beverage breaks and purchases food. Orders meals from caterer for lunch and coordinates delivery time and set-up requirements. Processes invoice from caterer and ensures completion of meal roster. Coordinates meeting room configuration needs with Bureau of Information and Education. Maintains updated file on Commissioners, which includes appointments by the Governor, resignation, and term endings of Commissioners. Provides administrative support for nine Commissioners who are appointed by the Governor for four-year terms. As requested, prepares and types letters, resumes, and general correspondence for Commissioners. Develops travel/meeting itineraries for Commissioners. Orders supplies for Commissioners, i.e., uniforms (dress and field), business cards, telephone credit cards, name tags, badges, stationery, postage, envelopes, and other supplies as necessary. Understands reimbursement rules and processes out-of-pocket expenses for Commissioners. Serves as lead in coordinating orientation for newly appointed Commissioners. Familiarizes new Commissioners with PGC procedures. Ensures proper introductions are made and schedules briefings with Executive Director, Bureau Directors, and Executive staff. Secures office supplies, uniforms, and informational materials for their use. Collects Commissioner biographical information and drafts biography for website. Conducts exit interview upon Commissioner resignation/expiration of duties. Performs public contact in a variety of important ways, including handling of both urgent and routine telephone calls to the Executive Office in a highly professional and polished manner. Independently screens telephone calls, provides information concerning PGC policies and programs, and refers calls to appropriate administrative bureau or regional office as necessary. Screens calls for Executive Director, Deputy Executive Director and Commissioners and assists with screening incoming calls for Chief Counsel, and Legislative Liaison. Independently handles the call, or makes determination on who within the agency can best assist the caller and then directs those calls to appropriate staff. Coordinates the scheduling of conference calls on behalf of the Executive Director, Commissioners, Executive Office staff, and key management staff as necessary. Manages all aspects of the Wounded Warrior Program and the Complimentary License Program. Maintains accurate records for both programs to assure regulatory compliance. Opens all mail addressed to the Executive Director, evaluates importance, and assigns to staff as appropriate. Makes copies of the correspondence or scans as necessary for distribution purposes. . Independently analyzes Executive Director and Executive Secretary expenses for prior fiscal year and develops upcoming fiscal year budget plan and expense proposal. Includes justification for each item, and submits final proposal for consideration. Purchases goods for the Commissioners, Executive Director, and for agency use with agency issued purchasing credit card. Justifies, codes and reconciles credit card purchases. Verifies and approves the accuracy of each monthly statement and forwards to Procurement Section for final audit. Processes out-of-pocket expenses for Executive Director. Processes invoices for payment, and charges to appropriate SAP fund, cost center, and general ledger accounting code. Has a thorough understanding of the Commonwealth’s Travel Management Directive and policies and troubleshoots problems as they occur. Makes travel arrangements, i.e., overnight room accommodations, airline reservations, and car rental reservations for Executive Director, and Commissioners, as needs arise. Secures blocks of overnight rooms for large groups when traveling to PGC staff group events. Prepares Executive Director’s travel expense vouchers and processes through SAP. Audits Commissioners’ travel expenses and processes through SAP. Ensures travel receipts are in order and prepares affidavits for any lost/misplaced receipts. Conducts frequent review of outstanding travel expense vouchers on SAP and follows-up with inquiry on those outstanding after reasonable amount of time. Prepares “exception” travel requests as needed and routes them expeditiously to the Bureau of Commonwealth Payroll Operations. Furnishes copies to all other involved parties. Performs related work as required or assigned by the Executive Director and applies administrative rules and regulations on a daily basis to a variety of work situations. In the absence or unavailability of the Administrative Assistants for the Deputy Director , the Chief Counsel and Legislative Liaison, performs a wide range of administrative services including preparation, copying, mailing/hand delivering of correspondence and scheduling of meetings. Provides administrative support, as required, to other functions within the Executive Office. Provides back-up phone coverage for other agency bureaus and sections as needed. As needed, renders assistance on interview panels and provides input for final candidate selection. Attends staff meetings and records notes for personal/others use on current topics relative to the Executive Director and Executive staff. As needed, evaluates PGC operations and procedures and recommends and implements effective changes. Designs forms to aid with job functions. Greets visitors to Executive Office. |
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 has the latitude to use independent judgment when working on projects and day to day operations of the agency and may prioritize as necessary to accomplish goals and objectives. Work is revised by direct observation and ongoing discussions with Executive and Deputy Executive Directors. |
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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. N/A 5. N/A 6. N/A |
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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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