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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00082612 |
Description Activated On: 4/10/2026 12:35:49 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 is an administrative position responsible for assisting professional staff in the Division of Veterans/Military Education who are responsible for providing education and training opportunities to the state’s military personnel, veterans, and their dependents. |
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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. Once hired, the candidate must submit to and clear a background investigation in order to access U.S. Department of Veteran Affairs (VA) systems to perform the duties of this position. This position requires knowledge of Division procedures and functions as well as specialized knowledge and understanding of Department of Veterans Affairs federal laws and regulations, state regulations, and Division policy. The person performs these duties independently with very little supervision. The person in this position has the following responsibilities: PROGRAM APPROVAL •Administers the workflow process related to program approvals for institutions and training establishments for the territory assigned to the Advisors this position supports •Review and process school and training establishment applications suggesting clerical modification as needed •Prepares and submits approval package to the Department of Veterans Affairs utilizing Salesforce •Maintains and updates Division databases •Verifies VA system (WEAMS) matches Division databases and notifies the VA of any discrepancies RISK-BASED SURVEYS & SUPERVISORY VISITS •Obtain security clearance through the Department of Veterans Affairs •Maintain access with the various VA systems to include RCS Report, TIMS, BDN, LTS, WEAMS, Enrollment Manager, and Salesforce •Independently access these systems to locate and print to pdf the applicable pages for a Risk-Based Survey and/or Supervisory Visit •Interpret the information from the pdf pages to complete a worksheet for the advisor’s on-site visit •Organize and proofread the completed risk-based survey packet and/or Supervisory Visit report and prepare for review GENERAL RECEPTIONIST/OFFICE SUPPORT •Main receptionist independently responds to telephone, email and walk-in inquiries. •Directs inquiries to the proper advisor or veterans’ services •Responds to request for information/material concerning educational and training establishments •Makes travel arrangements for advisors such as reservations for vehicles through Enterprise •Coordinates Division mail, logs in and distributes it to supervisor/manager •Assists with Governor’s mailing •Maintains log of veterans denied education benefits and prepares response •Assists in maintaining hard copy files and electronic approval log •Runs RCS Report from VA System and Maintains information in Database for Facility Count •Coordinates mass emails to educational institutions and training establishments •Captures meeting minutes at weekly divisional calls •Other duties as assigned FISCAL SUPPORT •Orders supplies •Processes work orders, miscellaneous orders, purchase orders, and non-PO's •Coordinates with fiscal offices and management services to support program staff's fiscal needs including parking, travel, conference attendance, etc. REPORTING •Collects & compiles information & metrics to use in bi-annual report •Prepares bi-annual report •Leads Active Facility Count exercise annually |
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. 1. Independently prepares risk-based surveys, deciding on which information is needed for each packet for advisors to complete risk-based survey. 2. Independently prepares approval packages that come in to be processed for each school or facility deciding what information needs to be included and sent to VA representative. 3.Independently responds to telephone, walk-in visitors and email request for informational request and materials concerning school, training establishments or Veterans. 4. Independently creates filing systems to maintain any files that are needed for reports. |
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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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