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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00034723 |
Description Activated On: 8/27/2026 4:09:20 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. This position performs administrative work to support the Department of Banking and Securities Deputy Secretary for Administration and department-wide programs and projects. Primary duties are assigned by the Deputy Secretary for Administration and/or the Secretary of the Department. |
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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. Assists in developing administrative policies for the agency. Conducts, researches, and prepares recommendations and justifications for changes in policies. Regularly reviews management directives and executive orders for any pertinent application and/or changes to agency policies or procedures. Reviews, drafts, creates and/or edits department specific policies in order to properly reflect current references and procedures. Designated as the primary lead of the agency’s GreenGov Sustainability Team, which includes but not limited to conducting meetings, ensuring related resources are made available to staff, issuing correspondence, and working with other parties to research and gather information in order for the agency to be responsive to applicable items listed in the GreenGov Checklist and GreenGov initiatives. Prepares the agency’s annual checklist of cost-effective conservation, sustainability, and efficiency strategies. Participates and assists in agency wide projects and initiatives, recommending changes to improve internal administrative procedures to ensure cost effective and efficient operations. Creates and generates reports for a variety of administrative functions for use in decision making by the Deputy Secretary. Conducts research and studies on proposed changes, analyzes information, and prepares reports to support management analysis on agency-wide items. Perform executive secretary duties for the Secretary, such as arranging meetings, monitoring correspondence and phone lines, processing mail for the Secretary and her office, greeting guests/ visitors, drafting and finalizing letters with the Secretary’s signature, and maintaining related files. Serves as the agency’s Docket Clerk, responsible for organizing and tracking formal cases, hearings, and/or appeals. Creates new dockets and case files, , and maintains an accurate record of all agency docket files. Works closely with the agency’s Chief Counsel Office to schedule hearing officers and court reporters, distribute and prepare records, orders and other notices. Creates and maintains a pleading index for all docket files. Assists in the implementation of, and ensures compliance with, policies and controls related to any established agreements. Assists in the collection, examination, and preparation of agency information for presentation and justification of an agency budget or other agency agreements. Serves as the primary content editor of the department’s intranet site, the DIME. Responsible for maintaining and managing the information contained on this SharePoint site, ensuring all content is kept up to date, current and accessible. Grant and revoke employee permissions to the site. Work with others to obtain accurate information and organize it in an efficient, effective and user-friendly manner. In turn, also coordinate and arrange for changes on the department’s external website, ensuring current and consistent information is presented and accessible. Serves as the primary onboarding and offboarding point of contact for commonwealth property. This includes being responsible for the inventory of all agency IT equipment, including but not limited to IT hardware, software, accessories, in addition to other commonwealth property, such as commonwealth badges, Coordinates with the EBR IT Delivery Center and agency staff for the issuance and return of IT equipment by submitting, tracking, and monitoring the submission of IT ServiceNow tickets through the EBR-Portal and keeping the agency’s IT inventory records up to date. Works directly with EBR-IT staff on an ongoing basis to coordinate the issuing of equipment from the agency inventory and update records accordingly. This also includes maintaining and distributing all IT accessory items from inventory. In addition, serve as the point of contact for coordinating any employee office location moves and/or replacement items. Tracks inventory of hardware peripheral in storage and work with purchasing agent to replenish items when inventory is low. Tracks, monitors, and works directly with EBR-IT with the issuance of agency cell phone and jetpacks. Submit ServiceNow tickets to change user information with delivery center and Vendor account(s). Work with EBR-IT when inventory is ready for replacement and/or additional items need ordered. Maintains inventory report of cell phones and jetpacks and in turn reconciles the Verizon monthly phone bill. Reviews, approves/disapproves requests, and assigns budget codes for financial commitments and expenditures for TelcoSM Orders. In addition, extract and provide CSO with monthly phone statistics in a cumulative report based on the monthly phone bill. Serves as an agency accessibility officer by attending meetings and reporting back on commonwealth initiatives, policies, requirements, and trainings. Ensure applicable rules and trainings are communicated and offered to staff. Coordinates with Consumer Services, Communications and IT on any accessibility work needed. Responsible for working with the agency’s Language Access designee to ensure the effective and efficient coordination of both are applied, achieved and implemented at the Department. Responsible for maintaining the master record of all department specific resource accounts, TEAMS channels, faxes, and SharePoint site, including the members to ensure proper permissions are granted and revoked, as necessary. Monitors several resource accounts, including but not limited to the Secretary’s account, Docket account, agency’s anonymous IdeaHub account, faxes, safety suggestions, PAyBack, etc. Receive, handle, distribute and deliver the agency incoming and outgoing mail as needed. Receive incoming correspondence and propose appropriate response or course of action, including the drafting of related responses. Responsible for issuance of all Agency ID badges. Works directly with DGS, Security Office for scheduling appointments for employees to obtain an ID badge and/or access to commonwealth owned buildings. Prepare, process and maintain appropriate documentation. Works directly with Landlord to ensure agency employees have all necessary security access to the building and parking garage. Works directly with IT staff to secure access to the appropriate floors in the Harrisburg Office. Maintain and update all related records to ensure the accuracy of information, maintaining electronic files on the shared drive. Maintains a current floor plan of all employees assigned to workstations/offices; and retains a current list of all Departmental access keys that are assigned to employees. Serves as the Agency Parking Officer, responsible for the accountability, , inventory, and assignment of assigned parking spaces. Maintains and updates parking records to ensure the accuracy of information in DGS TRIRIGA system. Maintains an updated employee listing and serves as point of contact for employees in distributing parking information and handling issues to allow a smooth entrance and exit from the garage. Serves as Agency Coordinator for the Commonwealth Telephone Directory, working with DGS Publications to update and maintain any additions/changes to the agency’s information. In addition, maintains and keeps the agency employee contact listing updated on the DIME for COOP and other purposes. Serves as the Agency’s Training Approver for the Commonwealth Out of State Training Application (COSTA). Responsibilities include the review and approve/disapprove request on behalf of the Deputy Secretary. Provides administrative and logistical support for the Secretary and staff in the Administration Deputate by providing office support, such as typing, formatting, drafting, proofreading, and updating general correspondence, documents, and memorandums. Drafts materials and reports, acquires information, prepares files, and organizes materials. In addition, may draft various surveys to gather staff feedback, providing summary reports on responses/feedback and proposing related outcomes. Gathers information from various areas of the agency to compile the agency’s annual performance measures and/or accreditation documentation requested. Serves as a back-up point of contact, as well as support, for the following: Supports the agency’s Continuity of Operations Planning (COOP) coordinator to ensure the department’s continuation of critical functions in the event of an emergency. Assists in the maintenance of the department’s COOP plan. Updates and maintains related COOP documents to ensure current information. Assists the agency COOP coordinator with communication to/from OA and IT to ensure up to date documents. Ensure all office locations are represented accurately, and evacuation procedures are up to date and accurate. Research scenarios and assist in arranging of agency COOP exercises. Participates in meetings and attends related and required trainings. Assists in the coordination of the Department’s Enterprise Risk Management (ERM) program by working with internal staff and gathering information to be used to formulate consistent responses and to ensure ongoing compliance and annual reporting requirements. Research needs to be conducted to ensure the department is reflecting, including, and adhering to all applicable and current management directives as part of the ERM report. Provides support to the agency Records Program Manager , which includes assisting or conducting the following duties: ensuring the preservation and disposition of public records; conducting records process reviews with program areas to identify and document the use, retention and disposition of agency records; working with program areas to ensure that records retention schedules are appropriate, preparing requests to modify retention schedules, preparing files to be sent to the State Records Center (SRC), requesting files be returned from the SRC, as needed, and ensuring proper disposal for end of life records. Participates in basic records management orientation training. Assists in coordinating departing employee records review which includes conducting department offboarding activities. In addition, assist with any Right to Know requests. Participates and assists in varying roles on behalf of the Administration Deputate as needed, such as with SECA, Sovereign Citizens GETS Cards , Apparel Sale , Food Drives etc. In addition, serves as backup or takes on other roles for various Administration functions, assisting HR, IT, CSO and FSS as needed. This position may also represent the Deputy Secretary for Administration at various meetings, such as monthly Accessibility meeting, GreenGov committee meetings, etc., and will have to provide a synopsis of meeting and any related documentation. In addition, this position will take an active role in assisting with the coordination and arranging of logistics for events, such as the annual all staff meeting. This includes, but not limited to providing ideas for speakers/presentations/trainings, assisting with meeting invites, developing agendas/programs, contacting/arranging for speakers, tracking attendance, developing surveys, coordinating with venue, and serving in a lead role on the day of the event, such as the point of contact for set up, IT issues, etc. Assists the Deputy Secretary in performing day to day operations by scheduling and assisting in the preparation of meetings and appointments via phone calls, e-mails, Outlook, etc. Drafts confidential and sensitive reports and correspondence. Participates in matters of a sensitive nature and is responsible for the confidentiality of these documents. Maintains files, agendas, priorities, logs, notes, documents, manuals, databases and a tickler system related to work projects and assignments. Maintain an updated Desk Reference Manual outlining instructions on job duties including corresponding documents and links. Performs other duties as assigned. 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. The position is expected to perform work independently and take initiative. Direction and guidance are provided as necessary. The position must exercise appropriate discretion and a high level of confidentiality. Overall program goals and objectives are established in consultation 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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