Position Description

Commonwealth of Pennsylvania
POSITION DESCRIPTION FOR JOB POSTING
Position Number: 00061578	Description Activated On: 3/11/2026 10:27:39 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.

Provides clerical supervisory work and office support for Nursing Administration, Nursing Service, and Nursing Education to ensure its operations are conducted efficiently and effectively, as well as directly supervising clerical staff. Work involves processing of documents in a variety of functions. Assumes supervisory duties by giving guidance, direction and specific assignments to Clerical assistant 2’s in the Nursing Office complex as well as patient care buildings.

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.

This position is assigned to the Nursing Administration complex consisting of Nursing Services and Nursing Education. Performs duties which include involvement and communication with all hospital departments, nursing employees, patients, community services, educational programs, consulting staff, and all other contacts made through Nursing.

The nature of the work includes making independent judgments, making choices between different procedures, and many diverse complex secretarial and clerical duties. Duties include facilitating typing and dissemination of information of a sensitive or confidential nature regarding patients and employees. These functions require a working knowledge of medical, psychiatric, nursing, and educational terminology and procedures, in addition to clerical, timekeeping, and computer skills.

Work includes providing clerical and receptionist services to the Nursing Office complex, including services to Nursing Administration, Nursing Service, Nursing Education. Independently processes, distributes, and files confidential and regular documents, records, and reports on nursing employees and patients. Work routine and process are subject to change due to internal/external influences, demands, and time frame constraints that affect priorities of the job.

Major Task Statements:

1. Takes dictation from Chief Nurse Executive and Nursing Managers. Transcribes into draft and final form. Transcribes dictation for various nursing and hospital meetings as assigned. Types from verbal/written notes, transcription notes, dictaphone/tapes, etc. Takes and transcribes dictation at supervisory meetings, union grievance investigations, etc.

2. Types and proofreads notes, various reports, forms of nursing materials. Nursing policies and procedures typed, copied, and distributed. Educational and professional materials typed, copied, and available. Types, copies, distributes various nursing and related reports, death reports, Superintendent’s report, various memos, letters, reports, forms for DHS, agencies, hospitals, etc.

3. Relieves Clerical Assistant 2 in secretarial involvement with patient care issues/administrative concerns. Schedules appointments with outside agencies, consultants, community facilities utilized for patient care, as directed. Maintains active and inactive files on inpatient/outpatient consulting services.

Communicates/arranges appointments with nursing units, Revenue, Medical Records, Transportation, Guardian Office, agency/facility, etc. Reviews written information to be sent for accuracy, errors, correct non-medical information. Refers discrepancies to Nursing Director.

Completes/processes invoices related to patient off-grounds medical appointments.

4. Receives incoming calls, relays information of a non-technical nature. Records, documents, reports necessary information. Refers nursing action calls to appropriate persons. Screens calls, visitors, correspondence; gives direction, guidance as needed.

Types, completes requisitions for keys, equipment, supplies.

Completes timekeeping, overtime, staffing reports. Performs other related duties as required/assigned. Completes work as assigned by Chief Nurse Executive. Performs all routine duties of Nursing Administration.

5. Monitors key supply for distribution to instructors and students from affiliate schools.

6. Types a rough draft of Nursing policies for approval. Utilizes computer equipment available. May assign Clerical Assistant 2 to assist. Monitors Nursing Policy manuals in patient care buildings. Updates the Policy Manuals with ward Clerical Assistants assigned to patient care buildings for completeness new/revised policies, current index, etc.

7. Performs various secretarial/clerical duties:

Types/proofreads meeting notes for various committees in the Nursing Department – Supervisory Nurses Meetings, Nursing Standards, Nursing Procedures, etc. Assigns/distributes work with Clerical Assistant 2.

Types/proofreads professional and administrative forms. Maintains supply of forms for dissemination to patient buildings.

Initiates and compiles monthly reports for Nursing/building/hospital, i.e. Overtime, staffing, ambulance trips, etc. Validates hospital billing as accurate for Accounting purposes.

Types Nursing Department Budget, Information Management requests, and so forth.

8. Performs secretarial duties for Chief Nurse Executive:

Prepares, types, and distributes all position and transfer opportunity postings within the Nursing Department. Maintains file for all posted positions and applicants for positions. Reminds CNE/Assistants of effective dates of position postings along with applicants, if needed.

Creates memos describing process for improvement or problem – resolution in Nursing Office.

Types intra- and inter-hospital correspondence. Collects data and correspondence needed for responses/follow-up of correspondence and reminds Director of necessary action.

9. Assumes supervisory duties in Nursing Office complex and patient buildings by giving guidance, direction and specific assignments to Clerical Assistant 2's.

10. Prepares agenda for assigned meetings independently.

11. Improves processes in Nursing Office by computerizing information, such as PDC data, call off’s, Overtime statistics, etc.

12. Assists in completion of administrative functions by monitoring time lines for nursing licensures. Notifies Nursing Director of potential licensure problems.

13. Performs other related duties as required/assigned. Performs all routine duties of Nursing Administration. Performs other related duties as assigned for CEO or other departments/disciplines, i.e. dictation required for hospital functions, Advocate, etc.

14. Relieves Clerical Assistant 2 in her absence in coordinating patient appointments.

15. Effectively communicates with other offices and staff to convey or obtain information.

16. Proofreads typed materials to ensure the transfer of information is typographically and grammatically correct and complete.

17. Operates office machines such as typewriters, copying machines, personal computers, and MAPPER keyboards.

18. Maintains office equipment in a safe and efficient manner. Orders supplies and equipment for effective office operation.

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.

This employee performs in a supervisory capacity for clerical support for Nursing Administration and the clerical staff in the Nursing Department. Distributes/interprets assignments, organizes tasks, provides assistance, on-the-job training and reviews clerical work of the Clerical Assistant 2's.

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

Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.

1.	Serves as a facilitator in the dissemination of information of a sensitive/confidential nature regarding patients and employees.
2.	Assumes supervisory in the Nursing Office complex giving guidance and direction to Clerical ast. 2's in Nursing Administration and patient buildings.
3.	Recieve and maintain certification in basic crisis intervention techniques, currently Mandt.
4.	Organizes and computerizes office functions and needs to streamline verbal and written communication.
5.	Takes and transcribes dictation from Chief Nurse Executive and other Nursing Administration staff. Takes and transcribes notes of committee/department
6.	Prepares, types and distributes position and transfer opportunity postings within the Nursing Department.
7.	Types error-free documents such as letters, memos, reports, forms, utilizing personal computer including a variety of software or word processor.
8.	Completes Overtime Occurrence Reports utilizing information received from staffing reports, schedules, and attendance records.
9.	Types intra- and inter-hospital correspondence. Collects data and correspondence needed for responses/ follow-up of correspondence and reminds Chief
10.	Maintains control documents such as logs, records, schedules, and files by recording information which reflects the disposition, status, or pertinent