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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00070244 |
Description Activated On: 2/9/2026 2:51:42 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. Under the general supervision of the Director of the Bureau of Labor Law Compliance (BLLC), the Clerical Assistant 3 will perform all work involved in the clerical aspects of the office and will provide essential clerical support to the bureau to ensure smooth process in case assignments and other general offices duties, and performs complex clerical duties. |
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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. Under the direct supervision of the Director or their designee, functions in the capacity of office support staff to ensure office operation are conducted efficiently and effectively. Reviews, processes, and replies to all correspondences regarding Certificates for Minimum Wage, or applications for permits or waivers regarding the Child Labor Act. Determines whether Child Labor Act work permits and waivers for minors in entertainment or performances are approved or denied. Escalates complex requests to chain of command along with recommendations on the outcome. Reviews Bureau of Workers Compensation referrals of minors injured in the workplace and inputs them to the case tracking system. Flags serious injury referrals for review by chain of command for immediate investigation. Answers incoming telephone calls and takes message or refers caller to other Bureau personnel or other agencies as appropriate as well as provides guidance, answers questions, uses knowledge of PA labor law to determine if the claimant is calling with a valid claim, and gives instruction for using specific forms, general labor laws, and laws covered by the Bureau. Uses knowledge of PA labor laws as well as researches laws as necessary to answer questions that the Bureau receives through phone calls, emails, and other correspondence. Reviews and processes incoming and outgoing correspondence, including mail and email. This duty includes preparing mass mailings. Writes outgoing correspondence, to be signed by Director or their designee, using knowledge of PA labor laws. Transmits checks to claimants on an as-needed basis. Enters case information accurately into BLLC’s databases. Reviews submitted forms for consistency and determines completeness. Reaches out to claimants to obtain complete information. Maintains the Director’s itinerary, schedules and arrange for meetings and conferences, coordinating them with appropriate parties through the state, as necessary. Assists Administrative Officer(s) in organizing and preparing materials for annual BLLC conference. Including but not limited to process related to procurement, organizing speakers, as well as printing and organizing materials and presentation. Reviews, processes, and replies to all correspondences regarding Seasonal Farm Labor applications. Updates Seasonal Farm Labor database with information. Reviews, processes, and replies to all correspondences; generates and sends, with director’s signature, orders to show cause regarding Personnel File Inspection Act. Establishes, maintains, and modifies tracking systems, spreadsheets, databases, and reports by using computer systems to identify and gather information; determines appropriateness of information for inclusion; and makes a final decision about the most effective method to present the information that supports program or processing needs. Submits Print & Design requests for business card and program area envelopes and letterhead. Orders office supplies as needed using bureau purchasing card. Works with Service Now system; makes determination as to what Service Now requests should be made. Performs time keeping functions for payroll purposes, when necessary. Compiles information and maintains an up-to-date contact information for bureau staff. Purge old files, under the direction of the Director or their designee. Generates periodic reports for Director or their designee. Using knowledge of the Independent Regulatory Review Commission (IRRC) process, performs clerical functions related to regulatory changes included by not limited to confirming receipt of comments as required by law and regulations, and communicating comments to IRRC in a timely fashion. Uses SAP system to pay bureau bills. Trains bureau new hires on the operational processes of the office. Performs other 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. Supervision and work assignments are provided through personal conferences and/or consultations as needed. Independence is exercised for daily responsibilities. Special projects are assigned and monitored as needed. Problems are reported to the Director. Determines whether Child Labor Act work permits and waivers for minors in entertainment and performances are approved or denied. |
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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. N/A 5. N/A 6. N/A |
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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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