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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00031752 |
Description Activated On: 2/2/2026 11:15:19 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. Serves as the secretary for the Maintenance Services Manager (MSM) and provides clerical support for the Maintenance and Traffic Unit. |
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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. Answers incoming customer calls promptly and courteously, collects appropriate information and either handles the request or forwards it to the proper person. Records concerns within Customer Care Center (CCC) system and monitors timely and accurate response. Types a variety of correspondence, reports, agendas, itineraries, transactions, agreements, inter-departmental correspondence, and other materials accurately. Meets deadlines established by the unit supervisors and managers. Maintains CCC concerns online for the appropriate units, notifies the responsible responding party, forwards a copy of the concerns to appropriate staff, and maintains a tickle file to monitor response. Informs MSM weekly of concerns due for upcoming week. Proofreads varying types of materials to ensure that information is grammatically correct, complete, consistent, and adheres to agency rules and regulations. Maintains the calendar for the Maintenance Services Manager and other managers as identified. Ensures the MSM has appropriate information prepared for meetings in advance. Schedules meetings and conference rooms. Prepares agendas for meetings and takes meeting minutes as required. Collects, sorts, and distributes unit mail and maintain tickle and general filing. Ensures mail is processed in the most efficient manner. Distributes mail for the Maintenance and Traffic Unit. Maintains attendance records and sign-out board. Screens telephone calls and visitors, then transfers calls or refers visitors to the appropriate person for the information desired. Maintains section files of reports, records, correspondence, procedural memorandums, and other bulletins. Provides guidelines and training to new clerical employees. Provides switchboard coverage and front office coverage on assigned dates. Initiates and coordinates program to convert Maintenance Route files to Electronic Data Management System (EDMS). Serves as backup for the Records Retention Coordinator for the Maintenance Unit. Performs other duties as required. Safety •Assess your environment and be responsible for your safety, the safety of co-workers, and the public •Attend required safety training and adhere to the requirements of all safety manuals, policies, and laws. •Immediately report to your supervisor any incident, unsafe practice, or near miss. •When in an enclosed environment (office buildings, confined spaces, flagger stations, equipment pinch points, etc.), know your evacuation process and escape route, your communication protocols, and appropriately react in the event of an incident. Succession Planning: Take an active role in succession planning by completing a Career Development Plan in collaboration with the supervisor. In conjunction with the supervisor, participate in knowledge management/transfer by identifying key aspects of the job and sharing explicit and tacit program/technical knowledge with other employees. Green Plan Policy: Commit to following the Department's Green Plan Policy (Pub 712) and the associated principles. Failure to comply with the Department Green Plan policy shall be documented in employee's performance review. Fair Labor Standards Act (FLSA): Unless directed otherwise by your supervisor or manager, comply with stated work hours for the 7.5 hour day. |
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. Work and priorities are assigned to this position by the Maintenance Services Manager. This position also supports the requirements of other managers, supervisors, and employees in the maintenance services unit and assists with the maintenance unit secretary when necessary. The employee providing the work is responsible for reviewing it. Able to answer basic level questions related to Maintenance Services Unit responsibilities and/or direct such questions to the appropriate responsible individual. |
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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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