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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00060978 |
Description Activated On: 5/30/2025 11:17:03 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. Serve as the primary receptionist for the Department of State Legal Office and provide clerical and office support within the Department of State Legal Office to ensure its operations are conducted efficiently and effectively. |
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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. Act as the main receptionist by answering phones and directing callers. Screen phone calls for office staff including answering of routine questions and referring calls to various department staff and other agencies. Direct individuals to appropriate personnel. Provide information or resolve any problems as it relates to office personnel’s availability. Use discretion, independent judgement and tact to when divulging information to callers, as legal matters are often confidential in nature. Employee must adapt in a rapidly changing environment by keeping up to date on all Counsel Division and Legal Office rules and procedures. This includes retention of both written and verbally communicated changes and to maintain updated procedural notes and reference tools. Maintains and updates the reception desk references and manual in the hard copy reference binder and digital files. Maintains a working knowledge of related agencies and processes in order to assist and direct callers within the Legal Office, as well as elsewhere within Department of State. Maintains working knowledge of reception scripts and F.A.Q. responses in the Reception Manual and updates manual as needed. Operate office equipment such as a personal computer (with Microsoft Windows 10 and Office365 suite), photocopier, scanner, facsimile machine and shredder. Assist attorneys on how to operate equipment by providing basic technical support. Keep all office equipment clean, in stock (toner, paper, staples, etc.), and operational (i.e. clear paper jams, reset errors, report issues requiring service calls). Entering data into the agency case management system, including, logging case related mail, uploading documents, processing payments, and tracking activities and license status changes. Open, sort, date stamp, log and scan incoming legal office mail. Identify urgent items that require direct attention of attorneys or attorneys’ legal assistants and notify appropriate staff. Identify and separate mail items for processing by legal assistants and provide appropriate notifications. Draft routine correspondence and memos for employee’s own signature or attorneys’ signatures regarding case filings, outstanding penalties, press releases and paid legal notices, and other case related matters, which requires knowledge and understanding of the specific legal case. Proofread outgoing correspondence, orders and court documents to ensure that information is grammatically correct, formatted correctly and adheres to all agency, court and Office of General Counsel requirements. Electronically file and distribute orders utilizing agency case management system. Name files using established digital file naming rules and save to network drives in attorneys’ reader folders and other folders as required. Create, maintain and review Counsel Division case files requiring a working knowledge of current procedures and case progression. Prepare final documents(s)/order(s) for mailing. Use knowledge of mailing procedures for first class and certified mail. Assist attorneys in recovering information, such as prior office decisions, opinions, and procedures to ensure consistency in the operation of the Legal Office. Locate and acquire information for attorneys from various publications. Use the Internet and law library resources to obtain copies of cases, statutes, and regulations for attorneys. Act as backup to Counsel Division legal assistants as needed and perform other general duties as assigned or requested by a supervisor. |
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. Duties and responsibilities are performed with considerable independence requiring minimal direct supervision. Assignments are received both verbally and in writing; employee must decide how to organize, prioritize and complete assignments to meet deadlines. Employee applies discretion and judgment when dispensing information, referring and directing callers and visitors. Sorting, organizing and reviewing incoming mail to determine the appropriate recipient in order to log and track all case related items in the case database. Employee must decide appropriate formats to use when typing correspondence, reports and court documents. Periodic review and consultations are conducted with the supervisor to ensure the goals of the Legal Office are met. |
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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. 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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