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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00080958 |
Description Activated On: 9/9/2026 4:14:17 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. This position reports directly to the Quality Assurance and Risk Management Director. Employee in this position provides confidential clerical support to the QARMD, Medical Records and Staff Development Department. The employee also provides confidential clerical support to other Center Directors including the Facility Director, and Division Directors. Employee performs a variety of complex assignments that require familiarity with the overall function of the Center. Position requires a degree of independence, ability to maintain confidentiality, organizational skills, and knowledge of computer programs of Microsoft Excel, TEAMS, Access and Word. Must have good working knowledge of the organization and programs under the jurisdiction of the QARMD, thorough knowledge of facility rules and regulations for licensure, proper interpretation and sharing of information from the QARMD to variety of departments throughout operations. |
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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. Employee acts as liaison between the QARMD office, the various divisions and departments throughout the Center, investigative/regulatory agencies, auditors, contractors, consultants, and the public in establishing and maintaining cooperating working relationships. Employee must stay informed and knowledgeable on issues and correspondence of current concern, and policies and standards affecting the operation of the facility. Effectiveness in this role requires familiarity with current matters, consulting with appropriate staff and maintenance of effective information. Employee communicates effectively with staff of departments supervised by QARMD and the Facility Director, Division Directors, DRUM, and RSUM Staff by telephone and/or computer and/or memos on a daily basis. Explains or communicates information concerning written directives issued by the DHHS, ODP, BSOF, and Center timely. Gathers and prepares data for reports, and receives and communicates follow-up information to the QARMD. Employee receives and screens telephone calls from Center employees, contractors, consultants, the general public and provides information requested or refers caller to appropriate source. Informs caller and visitors, who request to set up appointments, of the QARMD availability and schedules appointments and meetings. Prepares notices of meetings and assembles and organizes materials for various meetings to support QARMD and the FD. Employee collects, opens, sorts and reads incoming mail for the QARMD. Handles confidential materials concerning disciplines & investigations. Distributes training data regarding various investigations to relevant staff. Performs confidential job assignments upon QARMD request. Employee responsible to maintain file on the work assigned to the QARMD by the Facility Director and assists in compiling data for assignments which include quarterly reports, annual reports, surveys and questionnaires. Ensures responses to assignments are completed by due date and/or on a timely basis. Employee prepares and tracks monthly recertification for residents living at Ebensburg Center. This requires independent decision-making and the ability to resolve issues. This consists of handling confidential/sensitive material which requires the use of independent judgment in processing and disclosure of information discussed at the meetings. Employee types minutes, copies and distributes to all necessary parties. This involves reviewing all out-service trainings attended by staff, working out a time-frame for presentation of their out-service information, sending the notification of time/date they are scheduled to present their information and finally informing the Staff Development Department of the schedule. Type’s correspondence, memoranda and reports from draft and reviews material to ensure transfer of information is grammatically and typographically correct and complete; makes changes as necessary. Provides assistance in use of the computer to other staff, as requested. Employee maintains a Policy Manual and ensures all facility policies and procedures are appropriately filed and readily accessible. Employee is responsible for typing, distributing and answering inquires regarding newly established and revised policies and procedures. Provides input into revision and content of policies and procedures. Maintains files of data pertaining to programs and services under the supervision of the QARMD including sign-in sheets, forms used in client’s charts, occurrence reports, performance evaluations, employee correspondence, minutes of meetings, time records, and general correspondence. Responsible for ordering office supplies, equipment and services through SAP for departmental needs as well as in other areas while serving as backup. Creates and/or edits orders and submits for approval in accordance with established procedures in order to support the needs of the department. Orders all supplies necessary to run office efficiently. Prepares reports, letters and inquiries. Collects data, analyzes information, and prepares responses. Works with multiple computer programs such as Word, TEAMS and Excel to compile reports. Must have knowledge of Word, TEAMS and Excel Computer Program and be able to accurately request report information by making queries on the program. Schedules, reschedules and cancels appointments, arrangements and meetings; informs callers and visitors who request to set up appointments, of the QARMD availability and schedules appointments accordingly; maintains record of visits to QARMD, meetings held and meetings attended by the QARMD; conducts telephone communications with departments, central offices and business establishments in the performance of work assignments. Takes effective notes at meetings and on a variety of letters, memoranda, reports, transmittals and similar documents. Proofs typed materials to insure the transfer of information is grammatically and typographically correct. Establishes files and cross files for the QARMD, relevant activities, Medical records and Staff Development correspondence, annual and semi-annual and periodical reports. Responsible for constructing and maintaining training files. Files training documents accurately. Purges materials in accordance with established retention schedules. Enters information accurately and timely into databases such as Excel and Kaizen. Maintains training data, files and details of subjects trained for accurate content retrieval. Responsible for utilization of Employee Self Service through MyWorkplace. Maintains CPR certification. |
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. This employee is responsible for performing a variety of tasks and assignments which require familiarity with the functions of the Center. Supervision is provided by the QARMD, employee also has a significant degree of independent decision making to develop the prioritization and organization necessary for the employee to assure timely completion of work and the efficient division operations. |
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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. Cardiopulmonary Resuscitation (CPR) Certificate 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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