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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00067097 |
Description Activated On: 1/20/2026 10:08:29 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. The Administrative Assistant 2 is responsible for providing administrative support within the Division of the Bureau of Professional and Occupational Affairs, to a Health Licensing Board as Board Administrator. This person serves as the primary resource for the Board-related information. The Administrative Assistant 2 reports to the Administrative Officer 2 and directly supervises Clerical Assistant 3 and Licensing and Certification Evaluator support staff. The Administrative Assistant 2 assists with coordination of the work performed by the employees assigned to process applications for the health professions. The Administrative Assistant 2 performs duties for special projects involving unit activities as well as other duties, as assigned. |
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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. Supervises Licensing Certification Evaluators (LCEs) who evaluate applicants applying for licensure by endorsement including evaluating credentials of internationally educated applicants and Clerical Assistant 3s (CA3s) who review applications for initial licensure/certification or renewal/reactivation of a lapsed of inactive license. Coordinates the activities within the phone system, suggests modifications to the menu prompts, and scripting. Reports disciplinary actions against licensees to the necessary organizations and individuals, including the National Practitioner Data Bank (NPDB). Prepares written reports as needed. Keeps apprised of ongoing changes in statutes, regulations, and policy and initiates changes to the website and other communications. Organizes, assigns, and evaluates complicated work performed by clerical staff engaged in processing applications in accordance with laws and regulations. Conducts a detailed analysis and evaluation of complex credentials of applicants. Coordinates application reviews by the Board and Board Counsel when eligibility determinations could not be made by staff, researching information, preparing reports, and responding to Board inquiries. Conducts meetings with staff to review workflow and productivity. Develops and analyzes complex spreadsheets and reports related to workflow and processing times. Reviews, analyzes, and develops office policies and operating procedures. Collaborates with the Administrative Officer 2 regarding staffing needs and in reviewing, implementing, and evaluating new policies and procedures. Acts as a liaison with Human Resources, labor relations, and the Union regarding staff related matters. Duties include but are not limited to addressing staff complaints, special accommodations, and disciplinary actions. Serves as a resource for Board related information, laws, regulations, and policies. Researches and responds orally or in writing to inquiries from the public, applicants, licensees, other Boards, and other support staff as well as priority matters from the legislative office. Resolves serious and derogatory complaints against the Board in collaborations with the Administrative Officer 2, Board Executive Secretary, Board Counsel, and the Commissioner's Office. Develops and revises applications forms, drafts specific user stories, and provides feedback and documentation for PALS to enhance current functionalities and develop new functionalities. Covers daily operation of the office in the absence of the Administrative Officer 2. Participates in meetings with the Administrative Officer 2, Division Chief, Commissioner’s Office, Governor’s Office, and Stakeholders. Performs other related duties as required. |
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. Performs the required tasks in compliance with the laws, regulations, and policies. Makes decisions as to eligibility of candidates for licensure, authenticity of submitted documents, applicant's ability to meet requirements for licensure, etc. Only unusual cases or cases which need to be reviewed by the Board are referred to supervisor. Makes decisions relative to what appears on boards' agendas. Makes decisions whether board members may be reimbursed for certain activities, etc. |
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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: Makes supervisory decisions relative to choosing candidates being recommended for hire, what tasks are assigned to what employees, timelines for completing tasks, if discipline needs to be taken, job descriptions and standards, etc. Certain labor relations/disciplinary issues may have to be referred to supervisor. 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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