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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00037989 |
Description Activated On: 7/17/2025 3:18:33 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 clerical support to the Bureaus within Comptroller Operations to ensure operational efficiency and effectiveness. |
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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 the office receptionist. Greets visitors and advises personnel of their arrival. Manages visitor logs and on-site telework staff to maintain an accurate evacuation and emergency checklist. Greets visitors and vendors; assesses potential security issues; deescalates heightened scenarios; escalates issues or complaints to the appropriate agency contact; and follows safety protocols in the event of security threats. Monitors daily the Treasury Resource Account. Research Document type and business area in SAP; based on SAP data, will make determination on further handling. Independently verifies, researches, and resolves conflicts with pending Treasury Check Pull cases, including verifying and determining accurate and timely check disbursement by utilizing CRM and escalating any inconsistent situations s to supervisor for review & resolution. Retrieves, sorts, and distributes Treasury Checks. Serves as back up for the Treasury Reissued checks. Assist with the OCO badging program and the OCO parking program. This includes retrieving badges from staff separating from employment with the agency and processing badge appointments. Independently prepares Weekly Activity Report submitted by Bureau HR Managers and Supervisors. Combines reports into established template and submits to Admin Officer 2 for review and approval to meet Bureau Director deadlines. Assists other secretarial support unit staff with memos, letters, forms, reports, etc. as needed. Scan, copy, fax, and mail documents as needed. Performs administrative functions associated with the Automated Timekeeping System (ATS); updating and maintaining employee data. Answers main phone lines for Comptroller Operations and Bureaus, screens and directs calls to staff within and outside of Comptroller Operations, answers/route general questions and routine HR/Payroll-related inquiries. Retrieve mail for assigned Bureau(s) and Resource Accounts. Independently distribute in a timely manner as appropriate based upon mail content pre-set procedures. Assists HR reps with scheduling interviews (coordinating calendars, reserving conference room, corresponding with candidates) and preparing interview materials. Performs purchasing duties including utilizing SRM shopping cart entry; monitoring the shopping cart through approval process; processing SRM Pennsylvania Correctional Institute (PCI) and PA Publisher orders; exhibits proficient organizational skills for tracking requests and general non-PO reminders; consistently applies policy (GBO purchasing ban approval or waivers); periodically reviews POs to determine need of ongoing services are required; communicates need for on-going services in advance to allow for prior/timely processing; coordinates membership lists; and coordinates AAS P&P. Mail and Operation Center Duties Process/Scan RACM/AR/Loan Accounting checks. Retrieve mail from assigned mailroom bins. Review mail independently decide appropriate unit/queue checks assigned. Place unit checks into appropriate bin after scanning. Performs other related duties as assigned. Travels as required. |
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. Although performance is governed by established procedures, policies, and regulations, the incumbent exercises a considerable and high degree of independence, initiative, and judgment in their application of these skills. Technical and policy problems are discussed with the supervisor first and escalated through chain of command as needed until problem is resolved. Day-to-day operations are the direct responsibility of the incumbent. Failure to follow chain of command procedures will result in automatic write-up. |
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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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