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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00079622 |
Description Activated On: 1/8/2026 3:24:12 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. Performs a wide variety of clerical duties and assists the Health Care Surveyor Supervisor with administrative duties within the Johnstown Field Office, Division of Nursing Care Facilities to ensure its operations are conducted efficiently and effectively. |
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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. Operates personal computers using available software to perform word processing, data base, spreadsheet, and other functions. Develops and revises clerical procedures and forms in collaboration with supervisor. Organizes all clerical work in a manner that ensures smooth processing and accomplishment of priority items on schedule. Reviews completed deficiency statements, survey forms (packets), and other written reports, letters, etc. to ensure that information is complete, consistent, and adheres to agency rules and regulations. Maintains a variety of program and personnel records, and uses these records for purposes such as tracking, monitoring time frames, generating reports, assisting in survey schedule, time and attendance reporting, and for other administrative/clerical functions. Functions as the primary timekeeper for this office. Maintains a working knowledge of the Commonwealth policies and procedures involving absences, attendances (overtime), differentials, and higher-class pay. Calculates attendance (overtime) hours and determines appropriate attendance codes in the Cross Application Timesheet (CATS) in SAP/R3. Enters substitutions, absences, attendances (overtime), differentials, higher-class pay and per-diem when necessary. Generates reports related to absences and attendances (overtime). Develops or generates form letters for situations in which they are required. Ensures that all form letters are accurate and complete, and submits suggested changes to the supervisor. Composes correspondence that relates to clerical functions or for the supervisor as requested. Once competency in the position has been reached, will assist with training of clerical staff from other field offices on clerical duties, such as timekeeping, when necessary. Makes hotel and rental car reservations for staff. Organizes and maintains office filing systems. Reviews and processes incoming mail. Processes outgoing mail. Screens telephone calls. Answers routine inquiries and refers others to appropriate staff. Answers inquiries from department staff regarding the status of reports, survey/facility information. Conducts a monthly inventory of and requisitions office supplies. Assists with service calls/tickets on office equipment. Maintains confidentiality of the sensitive information such as survey schedules, survey reports, and personnel/personal information. Maintains office bulletin boards. Maintains effective working relationships. Demonstrate awareness of the vulnerable populations the organization serves by identifying, providing, and advocating for resources, services, communication methods, and policies that would help those populations achieve health equity. Uses leave appropriately. Performs other clerical and administrative duties as assigned by the supervisor. |
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. Work is performed in accordance with established processes. Changes in operational standards, procedures, and work policies are discussed in detail with the supervisor prior to implementation. |
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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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