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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00062308 |
Description Activated On: 3/27/2026 2:28:40 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. Performs clerical functions for the field staff assigned to the individual regional offices of the Pennsylvania Department of Agriculture. Performs a variety of complex secretarial and clerical duties requiring detailed knowledge of agriculture and scientific terminology, with initial discretion to set priorities. Must be able to adjust priorities according to the circumstances, and to assist other regional offices as needed. The incumbent must learn new applications of computer software as needed. |
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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 office manager. Answers phones and attempts to satisfy the caller’s needs in the initial call. If necessary, disseminates messages to various Bureaus for Action. Ensures that messages are legible and all necessary information is complete. Forwards messages to voicemail when required and contacts field staff with messages. Wait on all persons entering the Regional Office. Visitors may range from the general public, to law enforcement and other governmental officials. Attempts to satisfy the needs of the walk-in, but must be immediately able to refer the individual(s) to the proper place within Agriculture or to other state, local or federal agencies as appropriate. Walk-ins may be also bearing animal samples destined for rabies testing. Prepares citations for all regulatory programs, as needed, which requires knowledge of the different laws, statues, codes, etc. Confirms that the appropriate formats are used on the Commonwealth of Pennsylvania Non-Traffic Citations form (AOPC407-95) to ensure they can be processed properly when submitted to the appropriate Magisterial District Judges Office. Understands and is able to answer questions regarding pesticide applicator examinations and license processing. Knowledge of the different types of examinations and licensing process for Private, Public, Commercial, Technician, and Business licenses. Enters recertification meeting credits to certified applicators, organizes and accurately files all recertification meetings for the regional office. Reviews pesticide recertification meetings with problems or discrepancies and works directly with the plant industry regional supervisor. Understands and answers questions regarding the Food Code. Directs the public and applicants with knowledge of the different types of licenses and the applications that coincide with each type of license. Assists applicants by providing the proper applications and explaining the licensing process for that type of license. Reviews incoming applications for completeness and accuracy. Assists the public with emergency guidance after natural disasters to include food facilities, including floods, fire or severe storms due to the potential of jeopardizing the safety of food. This also includes guidance with power outages and boiled water advisories knowing how to minimize potential loss of food and reduce the risk of food borne illness to help keep the public safe during or after an emergency. Understands and answers questions regarding the Dog Law. Directs the public and applicants with the knowledge of the different types of licenses and the applications that coincide with each type of license. Assists applicants by providing the proper applications and explaining the licensing process for that type of license. Is knowledgeable of other local, state, and federal agencies as it relates to dog law. Understands precautions to be taken to prevent the spread of blood borne pathogens. Understands and answers questions regarding the Bureau of Animal Health and Diagnostic Services. In the absence of Animal Health employees: Receives deceased animal remains for testing. Make sure all paperwork provided with the sample is competed properly. Is knowledgeable of the rabies regulations and interacts with the general public and various public organizations regarding samples. Prepares quarantine postings, and quarantine revoke letters. Handles supply order for local veterinarians. Takes information from the local veterinarians when a TB test comes back suspect, and reports the information to the state veterinarian immediately, due to time constraints on testing. Serves as representative for all regional staff in matters such as Workers’ Compensation, leave and holidays, appointments and separations, vacancy posting. Acts as regional timekeeper, inputs and maintains leave records for all employees within the Regional Office jurisdiction. Keeps leave records accurately in accordance with procedures outlined in Commonwealth regulations. Performs mail duties in incoming and outgoing mail. Maintains accurate records of postage used for the postage meter and prepares requisitions to replenish funds on the postal meter. Prorates postal charges to the appropriate funds. Supervise and maintain the filing system in the Regional Office for all Bureaus contained within. Purges and reorganizes file as necessary within retention schedule regulations. Maintains inventory of office supplies. Orders office supplies and equipment as needed. Will work with Office Services to set yearly budget for the Regional Office. Performs various clerical duties as assigned by the Clerical Supervisor. Demonstrate a commitment to meeting and exceeding expectations of the bureau/program’s customer(s) at all times. Apply Lean tool(s) to day-to-day tasks when a process has been identified for improvement. |
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. The incumbent must often make quick decisions under pressure. The majority of the time they are the only person in the facility, since the regional staff by design, is out of the office. The decisions that they make can have a large impact on public health and safety. Every attempt is made to contact appropriate staff if a critical situation develops, but that’s not always possible. Work often includes random and unpredictable inquiries which require making decision as to what procedures to be followed for further processing. Work is performed with considerable independence and little review. |
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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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