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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00067470 |
Description Activated On: 2/10/2026 2:09:24 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. Responsible for the overall clerical functions of the Superintendent's Office, and the Superintendent's Assistant's Office. This position is designated as a confidential position and is not represented under the collective bargaining agreement. |
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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. Screens all phone calls directed to the Superintendent. Ascertains what the call is in reference to and makes a determination as to whether or not it should be handled by another staff member. Refers call to the appropriate party. Handles contacts with the public, staff members, and public officials in a prompt and courteous manner. Screens these calls from employees in order to determine if the problem has been addressed to the employee’s immediate supervisor to ensure that the employee has gone through the proper chain of command prior to referring the problem to the Superintendent. Maintains Superintendent’s calendar, which includes scheduling all appointments and meetings. Prepares a memo for the Superintendent’s signature which gives proper notification to various staff members involved. Responsible for the overall operation of the Superintendent’s Office and responsible for developing and recommending work standards and procedures for the Superintendent’s Office. Handles traffic in the Superintendent’s Office which must be handled in a prompt, professional and courteous manner. Compose and prepare memos to schedule meetings, gate clearances, thank-you letters, etc. for the Superintendent’s signature. Make proper distribution of these letters to institutional and Central Office staff. Maintains a filing system in the Superintendent’s Office to efficiently store documentation to include reports required to meet ACA standards. Uses discretion and tact in working with Deputy Superintendents in charge of the institution when Superintendent is absent by maintaining the flow of information as it is pertinent to the individual departments. Transmit via fax memos, letters, etc., to Central Office and various institutions. This correspondence is also copied and routed to appropriate staff. Prepare APRs for all office equipment, furnishings, memberships, subscriptions, etc., which the Superintendent requests. Research certain items prior to submitting same to Business Manager. Assures that Purchasing Department is provided with adequate information pertaining to the item being purchased. Attend and take all meeting minutes held at the direction of the Superintendent, to include, but not limited to, Weekly Administrative Staff Meetings and Monthly Department Head Meetings. Notes are copied and forwarded to appropriate staff. Type all correspondence originating from Superintendent, to include confidential correspondence. Sort and route all incoming and outgoing mail to/from the Superintendent’s Office. Gather and type all information required to prepare the Weekly Status Report which must be submitted to the Secretary of Corrections office. Maintain all official correspondence as it relates to Administrative Directives, institutional operating procedures, official staff notices, etc. Also responsible for reproducing, distributing, logging, and maintaining the Department of Corrections Official Administrative Manuals, and all accompanying institutional manuals, including the Superintendent’s Institution Emergency Plan. Performs other related duties as required. ESSENTIAL JOB FUNCTIONS: 1. Effectively communicate verbally and in writing 2. Review and interpret information 3. Operate basic office equipment 4. Perform repetitive motions 5. Maintain regular and reliable attendance 6. Establish and maintain effective working relationships 7. Attend and participate in all mandatory training and/or testing 8. Work overtime in compliance with provisions of the Collective Bargaining Agreement 9. Travel as required 10. Be mobile over all types of physical surfaces and levels (in an institutional setting) 11. Be visually observant of environment (in an institutional setting) 12. Hear and identify sounds (voices, whistle, buzzer, lock release, scuffling, sudden quiet) [in an institutional setting] |
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. Is the only Confidential Employee who works independently, receiving general supervision from the Superintendent. Performs all related duties that are expected of a confidential employee. |
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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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