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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00048161 |
Description Activated On: 6/2/2026 11:25:39 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 provides clerical and office support within an assigned department for the Department of Corrections (DOC) State Correctional Institution (SCI) Phoenix. |
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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. 20% Answers, makes, and directs phone calls. Records and distributes messages. Operates institutional switchboard. Responds to general inquiries, and reviews files to respond to basic information requests. Receives, sorts and distributes incoming mail. Prepares and sends outgoing mailings and packages. 20% Types documents and correspondence via a typewriter and/or computer. Reviews documents and correspondence for grammar, numerical, and spelling errors. Makes any necessary corrections and completes distribution. Submits all documents, reports, correspondence, etc. in a timely manner. 20% Schedules, organizes, and coordinates appointments, meetings, and videoconferences. Takes and distributes meeting minutes if necessary. 20% Maintains accurate filing systems and end of year archiving in accordance with retention of records. Updates and maintains databases, reports, spreadsheets, and queries. 10% Compiles records of office activities and coordinates workflow to ensure office runs smoothly. Checks and enters data pertinent to respective office duties. Monitors and orders inventory of office supplies. Maintains, compiles, and tracks reports. 10% Performs all other duties as assigned including but not limited to: photocopying, scanning, and faxing; sending and organizing emails; and keeping office area neat and tidy. Essential Functions: 1. Effectively communicate verbally and in writing 2. Review and interpret information 3. Operate basic office equipment 4. Perform repetitive motions 5. Maintain regular and reliable attendance 6. Establish and maintain effective working relationships 7. Attend and participate in all mandatory training and/or testing 8. Work overtime in compliance with provisions of the Collective Bargaining Agreement 9. Travel as required 10. Be mobile over all types of physical surfaces and levels 11. Be visually observant of environment 12. Hear and identify sounds (voices, whistle, buzzer, lock release, scuffling, sudden quiet) |
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. Routine work is completed independently, with periodic review by the supervisor as necessary. Changes in operational standards, procedures, and work policies are discussed in detail 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: Must understand how to efficiently use and navigate a PC Must have two (2) years or more of experience with the Microsoft systems (Word/Excel/Outlook, etc.) and other software packages to create and maintain spreadsheets/calendars/documents/rosters etc. Must have the ability to work with various office equipment such as: scanner, printer, fax machine, computer, tablet, telephone, personal communication devices etc. Must have previous experience working in an office setting as a clerk and or personal assistant Must have experience with electronic communication tools/skills, such as video conferencing, and creating meetings in Microsoft Teams or Zoom Must have experience combining and manipulating documents in Adobe Pro Must have proficient keyboarding skills Must be able to perform essential job functions 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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