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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00060011 |
Description Activated On: 1/22/2026 4:10:51 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 Administrative Assistant performs a variety of administrative duties to support Investment Office (IO) Professionals with the primary role to serve as the key support to the IO Research Management System (RMS)/Document Management System (DMS) Administrator (System Administrator). The RMS/DMS is a critical system within the IO that provides an environment for storing and sharing information across the IO to help create open communication. This position will serve as the key support to the document processing for the IO records and documents relating to the IO operations. This position will also assist with RMS/DMS administrative and operational support by administering day-to-day functionality of the system, quarterly compliance checks on user access and automation rules to ensure the integrity of the system, integrating essential workflows into the system as well as assisting management in coordinating operational aspects related to upgrades to the system, server shutdowns, and other RMS/DMS related projects. |
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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. * Serves as an IO RMS/DMS third-party service provider support to the System Administrator that includes providing administrative and maintenance for the optimal efficiency of the system. * Reviews RMS/DMS invoices for payment and provides to the System Administrator for approval. *Review the public and private market mailboxes and store information into the RMS/DMS system. * Under the supervision of the System Administrator, assists in monitoring, tracking, and analyzing the RMS/DMS system functionality to ensure optimal running capacity by reviewing downtime and interruptions via error logs and creating reports as well as corrective action with the RMS/DMS. * *Under the supervision of the System Administrator, assists in conducting testing for system upgrades/updates, performing related procedural analysis on outcomes, and making adjustment recommendations. * Under the supervision of the System Administrator, assists in performing quarterly audits to monitor Identity Access Management (IAM) Controls and Processes for the RMS/DMS application. * Works with IO Budget and Procurement Administrative Coordinator to monitor the operations group’s expenses and determine if funds are available for manager requested projects and services. *Initiates procurement request for operations and assists the IO coordinator to complete necessary documentation including obtaining necessary information from associated managers for procurement justifications. *Travel coordinator for IO Operations Team and Risk & Compliance Team. Researches and interprets Commonwealth and PSERS travel regulations to address the unique travel (including international). Serves as PSERS’ Concur Travel System travel “power-user” to provide assistance and training to PSERS staff. Interprets any changes to the Concur Travel System regulations on travel and training to determine the impact and to notify appropriate IO Staff. Provide travel related administration support and back-up for all IO. *Composes/send invoices to the managers for their travel expense reimbursement to PSERS and ensure that all payments are received in a timely manner. Serve as liaison to support travel audits or related Right to Know (RTK) requests. * Provide supplemental support to the Executive Office and the IO, which includes preparation for the Investment Committee Meetings that includes compiling and distributing information packets, and serving as backup note taker of meeting minutes. * Performs research and processes information requests for Operations/Risk Group as necessary for audits, legal actions, and Right to Know (RTK) requests. Redacts information (utilizing Adobe Acrobat Professional) from reports, statements, legal documents, and correspondence as necessary to meet RTK requests. * Performs, reviews, and makes recommendations for new administrative procedures for general office functions, and electronic filing. Document and maintain these procedures. * Follows the document retention process for Operations/Risk Group, including the timely destruction of files no longer needed. *Reports directly to the Investment Office (IO) Administrative Officer and works as a member of a team with other Investment Office (IO) support staff. Receive cross training in other IO support areas and the Executive Office/Board support functions and may be directed to assist in those areas as operational necessary. Evaluated by the Administrative Officer based in part on input from management of supported areas including temporary assignments. * Perform special projects and other tasks as required with minimal supervision from the Administrative Officer. * This position is identified as essential - level 2. It supports a critical business function and when there is a declaration of an office closing, emergency or disaster, the incumbent may be required to participate/assist in those functions to aid the business continuity process. As such, the incumbent may be required to remain at or report to work at headquarters or an alternate site and be available or reachable by telephone during the recovery process. * - Essential Functions |
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. Exercises independent decision making and must adapt to changing priorities and demands. Due to the sensitive and high visibility nature of the Executive Office, Board, and investment-related information handled by these groups, this position must exercise sound judgment and discretion in confidential matters. |
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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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