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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00081192 |
Description Activated On: 1/22/2025 5:36:33 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 to the Deputy Secretary and is directly responsible for the maintenance of schedules and administrative needs for the Deputy Secretary of an administrative department. Performance in this capacity requires highly independent and complex secretarial work and general knowledge of related Department of Human Services (DHS) programs. This position also provides administrative support to staff within the Deputy’s office. The work is performed with a considerable degree of independence, and the incumbent is required to exercise a high degree of tact and discretion in handling sensitive and confidential information. The position manages a high volume of appointments, meetings, and teleconference scheduling. |
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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. Manages the Deputy Secretary’s calendar by scheduling and confirming all meetings, reserving conference rooms, and remote meeting access when needed, and contacting all parties involved. The calendar must be maintained in an efficient manner to ensure that no conflicts exist, appropriate parties are included, and that the conduct of business flows smoothly. Maintains cooperative working relationships with other governmental agencies including the Governor’s Office and Secretary’s Office. Makes travel and lodging arrangements for the Deputy Secretary, the Chief of Staff, and other program office executive staff upon request. Prepares itinerary, obtains airline/train tickets and directions for travel (if travel is by automobile), and completes travel expense vouchers. Prepares travel expense reports through SAP Concur and completes and/or obtains the necessary forms and approvals such as out-of-state travel forms, out-service training forms, etc. Prepares briefing materials for the Deputy Secretary to include all necessary materials for each meeting to ensure their effective participation. Notifies the Deputy Secretary and Chief of Staff on matters requiring the Deputy Secretary's attention; apprises of contacts made with the public, private, media, legislative and professional persons; provides necessary information relative to program office employees; and relays any relevant information from visitors and callers by giving notice of any items that would have an effect on the program office and/or the department. As a primary point of contact for individuals, families, and external stakeholders, provides a high level of customer service for each incoming call, email, and visitor, and handles all questions and concerns in a timely, efficient, and professional manner. Implements procedures that expedite the flow of correspondence and mail to, from and through the Deputy Secretary's office. Assigns correspondence received by the Deputy Secretary’s Office to the appropriate entity for completion. Tracks correspondence assignments and sends reminders to staff when correspondence is coming due and when overdue. Reviews and approves all items submitted for the Deputy Secretary's signature, ensuring correctness of form, composition, grammar, punctuation, tone, and, to the extent possible, content. Processes policy clarifications, bulletins, state plans and other documents ensuring approval through the Executive Approval Process, sending to appropriate interested parties through and maintaining files. Receives telephone calls and visitors. Uses independent judgment and program knowledge to assist individuals related to office procedures. Handles routine, non-technical issues and uses initiative to ensure that information requested is provided. Directs individuals to the appropriate personnel. Differentiates between routine requests and matters that need special, immediate attention. Ensures that accurate messages are recorded and delivered and that sensitive telephone calls are brought to the attention of the Deputy Secretary and the Chief of Staff in a timely manner. Responsible for transmitting notifications of critical incidents to identified stakeholders. Maintains certain Listservs, updating and transmitting appropriate messages as directed. Schedules and arranges regular maintenance, repairs, registration and state inspection for the Deputy Secretary's Commonwealth vehicle. Develops and maintains a filing system in the office and in online repositories that is necessary for the efficient storing of documentation consistent with Commonwealth record retention policies. Prepares responses to routine requests; completes special projects and assignments as directed by the Deputy Secretary and the Chief of Staff. Performs office manager duties such as ordering supplies and ensuring that printers & copiers are performing efficiently. Maintains effective working relationship with public and private executives, professional persons and other officials. Is accountable for maintaining confidentiality and conducting business as appropriate for an employee serving on the Deputy Secretary's staff. Provides basic clerical support for Deputy Secretary initiatives as directed. |
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. Decides most convenient and cost effective way for the Deputy Secretary and Chief of Staff to travel. Decides most efficient process for tracking correspondence and other assignments. Decides who on the Deputy Secretary’s staff should respond to correspondence, phone calls, etc. Decides what information Deputy Secretary needs for meetings and appointments and ensures that appropriate staff are invited to meetings. |
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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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