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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00042163 |
Description Activated On: 12/23/2025 2:19:28 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 is located in the Department of Aging’s Education and Outreach Office. The position provides administrative support for the office and provides consumer contact support for the Department. The office provides Health & Wellness evidence-based programming relating to improving the quality of life and health of older adults; assists Medicare-eligible individuals to make informed health care decisions through the Pennsylvania Medicare Education and Decision Insight (PA MEDI) program; coordinates support for the volunteers that serve Pennsylvania’s Aging Network; manages the Pennsylvania Department of Aging (PDA) training procurement for the Area Agency on Aging (AAA) network; and serves as the initial point of contact for incoming inquiries and visitors to 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. Office Administrative Support (70%) Conducts research, studies, and identifies best practices in connection with the development, implementation, administration and evaluation of various Office programs; prepares detailed reports and presentations of findings, provides recommendations and distributes changes to appropriate parties. Examples of this would include projects related to the Department’s State Plan on Aging, Health & Wellness evidence-based programming and current trends, annual changes in Medicare benefits and coverages, volunteer recruitment, retention and recognition practices, emerging health improvement initiatives, and social media campaigns. Prepares briefings of pertinent items and presentations for the Office such as program updates from federal directives, executive inquires, right-to-know requests, and process improvement concepts. Examples of this would be reviewing federal and state program directives affecting Office programs and presenting this information to the Director and Office staff, performing a comprehensive review of grant announcement requirements, gathering preliminary data from within the Office and network partners to determine the feasibility of satisfying the requirements, and presenting the findings to the Director for discussion with agency leadership. Manages the vendor training contract for the department’s proprietary falls prevention programs, Healthy Steps for Older Adults and Healthy Steps in Motion. Reviews expenditures and related activities to ensure compliance with the statement of work. Reports findings, discrepancies and/or concerns to the Director. Manages licensing and license renewals to organizations that request contracts to allow access to the department’s proprietary programs Healthy Steps for Older Adults and Healthy Steps in Motion. Works directly with the department’s training procurement vendor, training vendor and Chief Counsel to facilitate the contract development, associated costs, implementation, training and shipment of program materials and guides. Provides Director with an ongoing status of these contacts. Analyzes established Office procedures and processes and recommends innovative approaches for improvements to meet new and changing program demands, as well as, ensuring efficiency and maximizing productivity. Prepares correspondence advising staff of changes in procedures or establishment of new procedures. Examples of this would include procedures and processes related to carrying out duties for consumer contact responsibilities of this position. Manages Out-Service Training (OST) travel request reservations, travel expense entry into the commonwealth SAP Concur system and monitors reimbursements. Manages the Office meeting activities, including preparation/acquisition of meeting and event agendas, arrangement of meetings or events with staff, Area Agency on Aging coordinators, regional representatives, and external stakeholders. Ensures that all audio/visual equipment needed is present and operational. Compiles and distributes meeting agendas and provides Office with support materials needed to conduct meetings. An example would be the coordination of Health & Wellness Coordinator meetings. Compiles, verifies, and provides to the PDA Communications Office, all AAA evidenced-based program scheduling for workshops endorsed by PDA and PA MEDI events. Tracks Certified Workshop Leader training and re-certifications and PA MEDI counselor training and re-certifications that are required to deliver these programs to older adults. Ensures adequate program guides and supplies are readily available for AAAs to conduct these programs. Assists in preparing grant applications, amendments, and awarded grant reports/annual summaries by compiling or developing, analyzing, and organizing information related to the budget, workplan, narrative, and reporting components. Discusses with Director and project team to review and amend as appropriate. Reviews final documents for correct format, information, and accuracy. Reviews and analyzes documents such as AAA program spending plans and year-end reports to ensure compliance to established policies and standards. Discusses findings with Director and/or program staff, conveys findings to submitters and provides technical assistance when amendments and resubmissions are necessary. Examples of this would include the federal allocations for the Health & Wellness program and the federal and state allocations for the PA MEDI program. Serves as the Office’s Learning Management System (LMS) liaison with our contracted LMS administrator for the Health & Wellness, PA MEDI, and Volunteer Resources programs. Ensures all program related content is current by monitoring the training and resource materials housed on the LMS and linking the administrator with the content developer when modifications are needed. Creates and maintains a Desk Manual for all Office programs. Manages the Office’s record retention program. Department Consumer Contact Support (30%) Receives the Department’s main line incoming telephone calls, voice mail messages, and “contact us” email inquiries. Responds, resolves, or routes the call or email for appropriate resolution. Ensures responses adhere to PDA and Commonwealth policies and procedures. Maintains a daily log of all inquiries, including the date, nature of the call and/or email, and method of resolution. Reports the information on a weekly basis to the Director for review and discussion. Records the calls into the Department’s consumer database (SAMS). Greets and receives Department visitors. Refers visitors to the appropriate staff for escort into the secured area of the agency. Assigns visitors a temporary identification badge and parking token according to agency policy. Maintains the Consumer Contact Administrative Manual with current information, making revisions when necessary and communicating changes to the Director and back-up staff. Performs other duties as required or 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. Position work is self-directed and supports the administrative needs of the Office; uses independent judgement in managing daily activities within the Office and confers with Director, Agency Director of Operations and Management, and Office staff on matters as necessary. Director oversees work and assigns special projects. |
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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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