Position Description

Commonwealth of Pennsylvania
POSITION DESCRIPTION FOR JOB POSTING
Position Number: 00063157	Description Activated On: 7/30/2026 7:55:27 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 is responsible for performing clerical functions for the Operations Support Unit within the Office of the Budget. The incumbent is required to develop familiarity with scanning and mailroom functions, check logging, be organized and able to complete work assignments in an efficient, timely manner within standard operating procedures and guidelines.

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.

Responsible for the accurate preparation and scanning of invoices/documents into the Docfinity Imaging System for electronic imaging, which involves removing staples, identifying duplex pages, creating bar-coded header forms via the Header Form Generator process and ensuring header sheets and separator sheets are placed appropriately in preparation of scanning.

Operates and performs routine maintenance for High Speed scanners, responsible for recognizing error messages presented POWERSCAN software as well as scanner related errors and reporting accurately, those error messages to the supervisor. Independently determines the correct software settings based on documents being scanned, and observes electronic images displayed on the monitor during the scanning process to ensure the scanned documents will reflect the best possible image, are complete, legible and meet established standards. Adjustments are performed as necessary.

Responsible to perform verification of documents via Docfinity program to ensure they were properly indexed by the POWERSCAN software during the scanning process. This requires that the individual be familiar with the type of document being verified as well as the various numbers and dates used for indexing.

Performs mail distribution and collection duties in the office.

Files hard-copy invoices by date received for the designated retention period. When retention date has been met, files are purged.

Independently prepares necessary paperwork ensuring delivery information is accurate for UPS mailings.

Other related duties as assigned.

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.

Works independently receiving general direction from supervisor. Work is performed according to existing policies and procedures; however, independent judgment and personal initiative are expected in most situations. General instructions are given outlining goals for non-standard assignments, which are reviewed for accuracy and timely submission. Additional guidance is provided by supervisor as necessary. Attends staff meetings and receives additional training to enhance existing skills or to learn highly technical concepts which cannot be effectively conveyed by other methods. Operational problems are identified and corrective actions are proposed, if necessary.

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:

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

1.	Operate a computer and other standard office equipment.
2.	Operate and perform daily maintenance on High Speed Scanners.
3.	Utilizes mail cart while distributing and collecting mail.
4.	Communicate effectively, both orally and in writing.
5.	Proofread documents accurately; utilize proper grammar, spelling and punctuation.
6.	Organize and prioritize work assignments.
7.	Interpret verbal and written instruction.
8.	Basic knowledge in the use of Microsoft Word and Excel.
9.	Attend meetings and training sessions.
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