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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00088778 |
Description Activated On: 11/6/2025 3:48:37 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. Supervises the clerical staff supporting the Deputy District Director. |
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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. 50% Performs the full range of supervisory duties overseeing a staff involved in complex and moderately complex clerical activities involving creating, processing, and filing of correspondence, reports, and other documents; and gathering, sorting and compiling of information including data entry, and electronic files. Creates equitable work distribution plan that ensures efficient workflow. Evaluates files, forms, documents, reports, and records that are prepared and maintained by the office staff for completeness and accuracy. Provides technical assistance and clarification to staff regarding work assignments and other matters relating to clerical policy or procedural guidance; provides necessary training to staff on new procedures or policies. Develops and implements procedural guidance in response to procedural changes implemented by the district director, DOC, or by Management Directives issued by the Office of Administration. Designates lead worker to perform complex clerical work and assist in staff supervision. Reviews clerical candidate hiring documents and prepares recommendations to the district director regarding best qualified. Partakes in employment interviews and prepares recommendation to hire packets for submission to Regional Director. 25% Performs clerical work. Creates correspondence, reports, and various other documents, including sensitive material, for the district director’s review and signature. Collects material for reports, presentations or meetings, and presents the information in an organized fashion to the district director. Composes informational correspondence in reply to requests or questions on office operations or related information. Manages, mail operations, maintains office filing system. Manages office supplies and equipment inventory control for the district office. Acts as timekeeper. 5% Attends staff meetings, supervisor meetings and various other meetings, as directed by district director. Maintains notes of meetings. 5% Acts as district “Right-To-Know” coordinator. 5% Coordinates with IT help desk to resolve issues regarding networking or equipment malfunctions. 5% Attends all mandatory supervisory training and obtains the 16 hours of training required by the end of each fiscal year. 5% Performs other duties as assigned. Employees in this job may participate in the performance of their subordinates’ work consistent with operational and organizational requirements. |
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. Works independently under general supervision of the Deputy District Director who periodically reviews work for overall effectiveness of the clerical staff. |
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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: N/A Licenses, registrations, or certifications: 1. Commonwealth Law Enforcement Assistance Network (CLEAN) 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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