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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00056173 |
Description Activated On: 9/17/2026 11:48:29 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 supports the organization’s mission of protecting the public’s health by utilizing the DOH policies, procedures, protocols, and technical component of administrative support systems to conduct purchasing of office and medical supplies, maintaining office equipment, processing business transactions, providing administrative training to field clerical staff, and performing quality control functions for the work performed to ensure effective utilization and appropriate distribution of public health resource within the assigned districts. |
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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. Analyzes and evaluates existing district level processes and procedures; researches and proposes improvements to the district office administrative processes. Manages administrative functions, developing and implementing procedures to maximize district efficiency and effectiveness. Prepares recommendations for changes in policies and procedures to ensure efficiency of the district daily operations. Works to support district staff and reviews and replies to routine correspondence and support requests. Designated as primary timekeeper for assigned district (adjust leave requests, code time for OT, revise AWS, basic work schedule changes, respond to HR timekeeping requests and employee leave and overtime inquiries). Responsible for district TB Clinician timekeeping. Utilizes SharePoint to work through DOHTTs, OT, Purchase Approval Requests and to save and view documents or workflows. Maintains cost for funds (Ex. Hodge Fund or Bioterrorism Fund) associated with assigned district; orders/distributes supplies and medication to ensure needs are met effectively and adequately. Maintains state vehicles utilized in district to ensure normal operations of public health programs will be maintained with minimum cost and maximum productivity. Trained in RSS (Receiving, Staging, and Storing) and SAP. Performs budgeting, expenditure payment, stock procurement and general business operation duties of the assigned districts to ensure resources are utilized efficiently and appropriately. Monitors/reviews P-card purchases for the assigned districts. Purchases commodities and services according to current policy and procedures of the Procurement Handbook, Management Directives, Administrative Circulars and District Policy/systems. Maintains files, reconciles monthly statements and submits backup paperwork for audits to the Comptroller’s Office upon request. Prepares appropriate purchasing documents, solicits written and/or phone bids; meets with sales representatives of vendors “on” or “off” contract; consults with the Office of Procurement and Comptroller personnel for clarification when needed. Processes Advancement Account checks through the SAP system and Reimold Fund expenditures. Obtains permission for exceptions from Comptroller’s Office as needed. Maintains files for Advancement Account expenditures and submits backup paperwork for audits to the Comptroller’s Office upon request. Generates/completes/processes appropriate hiring and separation actions. Submits recommendations for appointments and separations through the E-PAR system and Employee Resource Center. Works in ServiceNow to onboard and offboard staff and to make any necessary personnel/position action changes. Serves as Hiring Liaison for assigned district. Participates in the training and relaying of information to district clerical staff and other personnel. Speaks on subjects concerning procedures, personnel, training and other services. Demonstrate awareness of the vulnerable populations the organization serves by identifying, providing, and advocating for resources, services, communication methods, and policies that would help those populations achieve health equity. This position is considered an essential/emergency responder employee and carries out essential job functions or assigned emergency duties which may involve deploying to a field location to participate in public health activities or other duties as required during periods of emergency. If assigned, emergency assignments may be performed under adverse conditions and continue for periods ranging from a few hours to several weeks. |
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. Independent judgment is exercised in the application of administrative practices. Work is evaluated by the AO1 through observation and individual conferences. Performance evaluation is completed by the AO1. SUPERVISORY RESPONSBILITY: N/A WORK PROCESSES: Work processes are based on Employee Performance Standards or approaches defined by supervisor, or Human Resource Service Center. REVIEW OF WORK: Periodic supervisory review of on-going progress and results of work; position performs new tasks based on the Bureau policy, procedures, and directives. LEVEL OF CONTACTS: Advises/informs BCHS staff about administrative policy, procedures, guidelines, implementation on behalf of 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: 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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