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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00071311 |
Description Activated On: 5/15/2025 8:44:57 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. Division clerk provides written correspondence that is necessary for Department facility leasing and other operations. Division timekeeper keeps track of employees time to ensure that it complies with intended time absent. Division Visa Card administrator, ensuring that the Visa card purchases are in compliance with regulations. Division Supply Officer orders and keeps track of office supplies, and maintenance supplies. |
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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. 20% Prepares, types, and tracks various correspondence, forms, and reports associated with Division activities. Proofreads various documents to ensure that they are completed in a grammatically correct manner and consistent with department regulations. Makes copies for all Bureaus, Agencies, and Contractors or Landlords involved in projects and distribute them accordingly. Types and keeps track of potable water test reports for all leased stations and distributes copies to Stations and Staff Commanding Officer for affected Troop, to ensure compliance with the Clean Water Act. 20% Assists Facility Maintenance Division Director with meeting coordination and preparation. Monitors the Division shared drive files for errors. Maintains all office filing, enters all Non PO Invoices and types Agency request for procurement of materials and services. Prepares the Divisions Agency Requests for all materials and supplies over $100 and keeps track of Agencies to ensure materials are ordered in a timely manner to keep functions of Division supplied. 20% Provides ESS guidance and instructions to Division personnel by assisting with the input of leave requests, review of leave quotas, etc. 10% Processes VISA purchasing card payments for the Division maintains the VISA purchasing card account files and performs monthly reconciliation. 10% Manages DHQ Key Control program and monitors and orders DHQ Fuel when needed. Assigns lockers to enlisted personnel at DHQ by keeping an ongoing report of who is assigned to each locker. 10% Receives and directs visitors and phone calls. Receives and distributes mail. Maintains Division web page content thru Dynamic Site Framework (DSF) tool. 5% Enters Funds Commitments for Settlement Agreements, Goods Receipts, General Invoices along with Invoice reconciling 5% 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. Determines the most efficient and effective means to process division clerical / administrative work while working within established procedures and regulations. Also ensures that regulations and rules are being followed for the Visa card use, and contacts supervisors when an infraction is committed so that it can be corrected and invoices paid. |
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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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