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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00085297 |
Description Activated On: 6/22/2026 1:01:35 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 provides administrative support to the Director’s Office and the Bureau of Workforce Development Administration (BWDA) by coordinating day-to-day activities and supporting program delivery. Key duties include researching and analyzing administrative operations, preparing reports and recommendations, developing work standards, and creating documents and training materials for use by Bureau staff, the Department, and partner agencies. The role also assists with special projects, supports meetings and communications, and performs liaison and public relations functions to ensure effective coordination across BWDA and with external partners. |
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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. Responsibilities include: • Researching and analyzing administrative operations and procedures; preparing reports of findings and recommendations • Conducting administrative research and supporting program evaluation activities • Drafting, editing, and proofreading correspondence and communications for internal and external stakeholders, including Workforce Development Boards and partner agencies • Assisting with public information efforts, including preparation of news releases, speeches, and other communications • Reviewing and responding to routine correspondence and handling administrative details as needed • Coordinating meetings, including scheduling, preparing materials, taking and transcribing minutes, and distributing follow-up information • Supporting training initiatives by coordinating logistics; registering participants; securing space, materials, and technology; facilitating virtual/in-person sessions; compiling action items and FAQs • Developing, formatting, and proofreading training materials and presentation content • Maintaining and coordinating updates to web content in collaboration with appropriate offices • Maintaining centralized records, files, and documentation, including position descriptions and administrative materials • Assisting supervisors in developing and maintaining job descriptions, work standards, and performance-related documentation • Creating expense reports for BWDA’s management team using the state’s travel reporting system • Managing office logistics, including conference room scheduling, mail coordination, phone coverage, receptionist duties, and general administrative support • Coordinating executive office reception coverage and supporting front-desk operations as needed • Serving as the bureau’s timekeeper, including monitoring time and leave, resolving system errors, and ensuring compliance with applicable guidelines • Serving as the bureau’s HR liaison, including coordinating recruitment activities, tracking hiring actions, preparing hiring documentation, and maintaining personnel-related records • Maintaining familiarity with bureau functions and applicable guidance to support operations • Assisting in establishing and maintaining cooperative working relationships with internal staff and external partners • Responding to inquiries and directing requests appropriately • Submitting and coordinating facility or maintenance requests as needed • Performing related administrative, liaison, and support 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. Work is conducted with considerable latitude for independent decision making based on agency rules, regulations, and procedures. |
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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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