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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00090858 |
Description Activated On: 3/24/2026 9:01:03 AM |
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. Cler Asst 2 provides administrative support within the Quality Assurance and Program Integrity (QAPI) of WIC assisting with day-to-day operations as a supporting clerical member of the team. The Administrative Assistant 1 plays a crucial part in scheduling meetings, coordinating meeting agendas, and creating meeting minutes. The Administrative Assistant 1 also devotes time and organizational skills related to vendor management correspondence and clerical coordination. |
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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. QAPI Division and Group Meetings: Accurately updates the meeting attendees list for regularly occurring groups and schedules meeting and corresponds related to same using said list. Accurately takes attendance and transcribes minutes for all assigned meetings in a timely manner. Distributes minutes, according to procedure, for edits. Sends final minutes as PDF and retains same on SharePoint. Individuals absent from meetings will be sent the minutes and attestation form of receiving same. The administrative assistant 1 will be retained the attestation on SharePoint. Schedules ad hoc meetings and completes minutes (as above). Vendor Management: Prepares and categorizes correspondence related to obligations due from retail stores, resulting from, but not limited to, retail store civil money penalties (CMPs), retail store disqualifications, store monitoring reviews, miscellaneous sanction actions, compliance investigations, inventory audits, and unauthorized vendor claims. Prepares drafts of correspondence for all aspects of vendor management, including but not limited to Retail Store Alerts (RSA), memorandums, and emails. Prepares and sends (certified) mailings related to vendor management through the USPS. Coordination, Monitoring and Maintenance: Maintains the QAPI policy and procedures manual for revision dates and current appendices, including but not limited to Standard Operating Procedures (SOPs). Reviews grant materials to ensure all documents and forms necessary for processing of grants are present and completed for submission for processing, as assigned. Assists in coordination process of procurements and contracts, including but not limited to, requests for proposals (RFPs) and Invitation for Bids (IFBs). Nutrition, Breastfeeding & Education: Assists in coordination and communication assigns for Nutrition and Breastfeeding, as well as Educational areas of QAPI, as needed. Maintains training sing-in sheets and attestation documentation for the Bureau and tracks same. Prepares for approval memorandums for Nutrition, Breastfeeding and Education areas of QAPI, as needed. Prepares responses to correspondence and inquiries regarding all areas of the QAPI Division, as assigned. Assists in the compilation of work products for continuing education credits, as assigned. Assist in the printing and compilation of educational packets at the request of the WIC education group. Right-to-Know-Law • Serves as the WIC Right-To-Know-Law (RTKL) Coordinator by preparing inquiry responses, including: • Researches Bureau files applicable to RTKL requests and identifies documents potentially meeting RTKL requirements; • Redacts materials being released on RTKL responses; • Prepares responses to RTKL requests and coordinates the confidential release of records to eligible recipients with the Bureau’s attorney and maintains a log of same. Assists with the review, research and preparation of correspondence for the signature of the Bureau Director including both public requests, local agency requests and attorney requests/subpoenas in time of need. Communication: • Communicates new or unusual situations to the Division Director upon discovery and prior to taking any action. • Requests clarification, when necessary, and follows direction provided. • Uses approved channel of communications within the Division and Bureau. • Assists with QAPI phone coverage. Listens to and forwards voicemail messages to Division staff using the QAPI channels of communication. • Initiates COMMs workflow, when instructed. • Copies supervisor on all communications. Other: Demonstrates awareness of the vulnerable populations the organization serves by identifying, providing, and advocating for resources, services, communication methods, and policies that would help those populations achieve health equity. Public Health Emergency Response: Support the public health emergency response mission of the Department of Health, including assignments that may require travel to other sites or prolonged periods of emergency support under adverse conditions. Other Related Duties: Carry out additional responsibilities as assigned to support the mission of the PA WIC program within the scope of the position. |
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. Guidance and supervision are provided by the Director of Quality Assurance and Program Integrity within the Bureau of WIC. Work is assigned through direct verbal and written communication from the Director of Quality Assurance and Program Integrity within the Bureau of WIC, or designee. Major decisions, issues, and new program initiatives are reviewed and discussed during regular meetings with the Director, or at the Administrative Assistant 1’s request. The supervisor evaluates and provides feedback on work assignments and functions. |
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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: Proven experience as an Administrative Assistant or Office Admin Assistant Knowledge of office management systems and procedures Working knowledge of office equipment, like printers and fax machines Proficiency in MS Office (MS Excel and MS PowerPoint, in particular) Excellent time management skills and the ability to prioritize work Attention to detail and problem solving skills Excellent written and verbal communication skills Strong organizational skills with the ability to multi-task High School degree; additional qualification as an Administrative assistant or Secretary will be a plus 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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