|
Commonwealth of Pennsylvania |
|
|
POSITION DESCRIPTION FOR JOB POSTING |
|
|
Position Number: 00045675 |
Description Activated On: 9/4/2026 11:48:55 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. This position serves the Bureau of Special Education (BSE) and provides administrative, clerical, operational, and organizational support to the BSE’s five divisions at the direction of the Director and Assistant Director. This position is responsible for coordinating Commonwealth travel procedures, maintaining ADA-compliant documentation, overseeing bureau-wide records and digital systems, managing customer service communications, and providing essential logistical, technical, and procedural support to all clerical staff. |
|
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. Provide administrative support to leadership including with the assignment, dissemination, training and standardization of clerical work in all BSE divisions. Establish, update, and implement standard operating procedures. Evaluate existing processes, determine opportunities for improvements, and recommend, develop, or revise operating procedures. Execute and review customer-based reports to analyze information, identify trends, and make recommendations to the Director and Assistant Director for further action. Perform administrative research and assist in analyzing operational procedures to recommend workflow improvements. Develop, update, and maintain clerical desk manuals for clerical positions. Support clerical staff by coordinating workflow, providing procedural guidance, and establishing clerical processes. Develop agenda and facilitate clerical staff meetings. Review and communicate commonwealth management directives to clerical staff. Manage the customer service support electronic system, route inquiries, and track timely responses. Collaborate and routinely meet with Division Chiefs to manage clerical work and assess need for each BSE division. Attend high-level, statewide, and leadership team meetings; take notes; prepare summaries; and track action items. Draft, edit, and proofread memos, letters, presentations, and reports. Prepare and assemble Bureau reports, meeting materials, and documentation. Manage shared drive organization, naming conventions, folders, and document retention compliance. Review all Bureau documents for ADA compliance prior to PDE review; support ADA remediation and staff training on ADA document requirements. Convert documents, produce forms, and templates to ensure accessibility and correct formatting. Coordinate Commonwealth group and out of state travel arrangements, serve as point of contact in BSE for travel procedures and communicate travel policy updates. Serve as the Bureau point of contact for emergency evacuation procedures and building safety communication. Maintain cooperative working relationships with internal staff, PDE offices, other government agencies, and statewide stakeholders. Coordinate bulk mailings, both electronically and postal mail. Type various correspondence and proofread for grammatical and typographical errors. Ensure correspondence is complete, consistent, and adheres to Department rules and regulations prior to forwarding for signatures. This includes coordinating bulk mailings to the field. Support Bureau initiatives, statewide conferences, federal reporting, and special projects. Support the clerical onboarding process in collaboration with the Director, Assistant Director, and Division Chiefs. Answer and screen telephone calls, independently handling requests for information or routing to appropriate staff. Serve as back up Timekeeper; assist with time entry and payroll corrections. Calculate and reviews overtime entered by staff for correctness, ensure allowed overtime is not exceeded, adjust overtime codes if needed, provide training to staff on how to enter overtime, etc. Monitor and maintain timesheets, shifts, and payroll for wage employees (i.e., annuitants, interns, etc.). Ensure accurate completion of supervisor approved basic work schedule changes and Alternate Work Schedule (AWS) requests. Ensure accurate yearly setup of all AWS employee holidays and substitutions, as well as new and transferring AWS employees. Work with the agency Timekeeper to assist with the correction of errors, overpayments, etc. Serve as back up for ordering and maintaining office supply inventory following procurement guidelines. Perform all other duties as 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. Establish and administer a coordinated and cohesive system to ensure all Bureau clerical work is timely and complete. Independently decide how to route, track, and run reports in customer service database. Independently manage a cohesive, clear electronic records system for the BSE. Independently communicate on behalf of the Bureau to other PDE offices relevant to clerical work and functions. Independently attend PDE meetings relative to clerical functions and communicates critical updates and workflows changes applicable BSE staff. Independently conduct clerical staff meetings and trainings |
||||||||||||||||||||
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. |
||||||||||||||||||||
Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
|