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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00052602 |
Description Activated On: 9/2/2025 9:40:35 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. Responsible for complex clerical work requiring knowledge of hospital policies and procedures, independent action, and judgment in the Dietary Department. Assignments are carried thru to completion in an independent manner with supervisory review needed only in unusual circumstances. Work routines are developed and refined by the employee |
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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. Functions as the Dietary Department secretary by transcribing and generating minutes for meetings, Wernersville State Hospital (WeSH) Dietary Policies and directory, Procedure Manual so it is in compliance with current regulatory agencies, letters, memoranda, statistical and analytical reports, forms, etc. Proofread all finished product for accuracy in spelling, grammar, punctuation and noting discrepancies for supervisor’s attention. Distribution of all typed materials and attachments/enclosures by making appropriate number of copies for staff/department and handling confidential material appropriately. Operates office machine such as adding machines, fax, copier, and shredder. Once a day responsible for sending and picking up the Dietary Departments mail in the mailroom. Review and distribute all mail relative to the Dietary Department as appropriate. Communicate with the Director of Dietetic Services, two Clinical Dietitians, four Dietary Supervisors, and Food Service Manager by relaying telephone messages from other departments and unexpected visitors by determining the nature of the call/visitor’s name affiliation. Channeling calls and visitor to appropriate party when warranted. Prepares weekly work schedules for supervisors, cooks and dietary workers for five shifts, seven days per week with distributing to appropriate staff. Maintain record of leave requests (e.g. annual and holiday) and work assignments while assuring such records are following hospital/timekeeping policy and appropriate union contract. Advise supervisor and director of time scheduled by employees. Prepare annual and holiday schedule reelecting appropriate holiday and leave. Review daily sign in sheets for work time entries, employee signatures, leave entry, overtime worked and leave entries against weekly work schedules. Ensure all absences are entered correctly and research/revise is discrepancies exist. Submit sign in sheet to Timekeeping Department in a timely manner. Daily and weekly overtime equalization spreadsheet reports are prepared and distributed appropriately. Timekeeping duties include entering overtime in SAP daily and in SAP work schedule bi-weekly. For entire year, enter work schedule substitution in SAP (PA 61) for employee “R” day switches for all 18 groups. Prepare overtime reports for daily and holiday occurrence. Acquire Director signature appropriately. Record daily and bi-weekly perishable food order deliveries. As SRM requisitioner prepare monthly, quarterly, and semi-annual perishable food orders for submission to purchasing department. As SRM receiver record receipt of order. Prepare weekly ingredient room and office supplies from storeroom and office supplies from Staples. Responsible for maintaining Dietary personnel files, updating current dietary employee files; creating files for new employees, updating job descriptions, competencies, performance, standards, typing employee performance reviews (annual and semi-annual) and distributing after signatures obtained all necessary copies to dietary/hospital staff. File copies of all correspondence, report, etc. are filed in chronological order. Develop the type of filing system best suited for the department and determine when cross referencing is needed. Purge office files annually by removing obsolete material and incorporate new documents when appropriate. Update, copy and distribute online position description for employees during the annual performance evaluation period and types annual and semi annual employee evaluations. Advise supervisor of probationary, interim, and regular evaluation due dates. Distribute for appropriate signatures. Generate, cut and sort daily meal tickets. Distribute copies of the weekly menus, consumer birthday list, and bi-weekly diet list. Prepare statistical report reflecting tray type, cafeteria meal records, patient census, employee meals, and other meals. Prepare summarized reports from the statistical report for distribution to executive staff and account department. Utilize the on-line APR’s Mapper system for processing local work orders and key requests. Responsible for the department training and travel arrangements. Perform the above duties in a sage manner by being familiar with safety rules and regulation to prevent accidents. A good attendance record is maintained by following hospital and department time and attendance policies and procedures to maintain adequate labor coverage. Complete all mandatory trainings required of WeSH employees. Obtain and maintain CPR certification and utilize skills when necessary. Other related work is performed to assure a smooth efficient operation of the department. |
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. Determines own daily work schedule to complete duties within acceptable period. Investigate and resolve computer problems with SAP and SRM. Determine and develop forms and inventories necessary for the department. |
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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: n/a 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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