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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00095864 |
Description Activated On: 3/6/2026 1:23:26 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 Executive Assistant and is directly responsible for maintenance of schedules and administrative needs for the Deputy Secretary of the Office of Medical Assistance Programs. Performance in this capacity requires highly independent and complex secretarial work, working knowledge of the Medical Assistance Program, and general knowledge of related Department of Human Services (DHS) programs. This position also provides administrative support to staff within the Deputy’s office and OMAP Bureau Directors. This 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, scheduling, correspondence, and documents, as well as considerable interaction with Bureaus within OMAP, other Offices in DHS, DHS vendors, consultants and stakeholders. |
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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 and communicating all details and changes to 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. Receives and reviews a weekly shared file containing hearing notices; prints and prepares the notices, assembles and stuffs envelopes, and delivers completed mailings to the mailroom in a timely and accurate manner. Processes Medical Assistance Bulletins, Public Notices, Advance Planning Documents, reports, State Plan Amendments, and other documents through the Executive Review Process as applicable and routes documents for the Deputy's review through this process. Tracks the documents and follows up with the Offices that may be overdue. Receives Right to Know Requests from the Right to Know Office and assigns the requests to points of contact in the pertinent OMAP Bureaus, request extension deadlines, when necessary, from the Right to Know Office and follows up with the RTK request when the deadline is approaching. This process requires comprehensive knowledge of the functions of each Bureau within OMAP. Prepares and coordinates meeting agendas, briefing materials, and supporting documentation. Attends meetings as requested to take minutes and prepare and distribute file notes. Prepares briefing materials for the Deputy Secretary to include all necessary materials for each meeting or objective. Collects and reviews incoming correspondence from the mailroom, evaluates content to determine the appropriate bureau or division for action, and ensures accurate and timely distribution to the correct office. Assigns correspondence and assignments received by the Deputy Secretary’s Office to the appropriate entity for completion. Tracks correspondence and assignments and sends reminders to staff when correspondence responses and assignments are coming due and when overdue. Reviews all items submitted for the Deputy Secretary's signature, ensuring correctness of form, composition, grammar, punctuation, tone, and, to the extent possible, content. Serves as the primary point of contact for the Deputy Secretary’s Office, providing a high level of customer service to internal and external stakeholders. Answers and screens incoming calls, responds to general Medical Assistance-related inquiries, and routes calls to appropriate staff or departments as necessary. Exercises sound judgment in distinguishing routine matters from those requiring immediate or special attention. Greets visitors, announces their arrival to appropriate staff, and ensures guests are assisted and made comfortable while awaiting meetings. Manages all incoming calls, emails, and in-person inquiries in a timely, efficient, and professional manner. Receives requests for Bill Analysis from the Legislative Affairs Office, determines the appropriate Bureau(s) to respond, and tracks status of assignment. Formats and routes final documents to the Legislative Affairs 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. Maintains familiarity with the Commonwealth’s travel policy. Performs office manager duties such as ordering supplies and ensuring that printers and copiers are performing efficiently. Maintains the purchasing card for the office. Submits invoices for the purchasing card for payment once approved. Maintains file of correspondence and other documentation for OMAP and prepares reports as requested. Completes special projects and assignments as directed by the Executive Assistant, Deputy Secretary and the Chief of Staff. Maintains and updates desk guides, route slips, action memoranda and related material for correct format, tracking and routing of Executive Correspondence, including adherence to Executive Review Process guidelines. Assists the Administrative Officer in scheduling interviews which involves coordination of multiple managers' calendars, find a location for the interviews, contact candidates to establish an interview date/time, greet interviewees and provide them with the necessary forms for review and completion. When Temporary Clerical Pool staff or interns are assigned to the Deputy Secretary’s Office, serves as Lead Worker by delegating assignments, providing guidance, and ensuring all work products meet established office standards, procedures, and policies. Photocopies and prints multiple types of written material. Sets up and maintains Deputy Secretary's files. Attends meetings and trainings as needed and provides training to other staff as needed. Performs other related duties and assignments as needed. |
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. Manages the Deputy Secretary’s calendar and meeting logistics: Independently schedules, confirms, and coordinates meetings, reserving rooms or remote access, and resolving routine conflicts. Refers high-priority, sensitive, or politically significant scheduling issues to the Deputy Secretary or Chief of Staff. Routes and tracks correspondence, inquiries, and assignments: Determines the appropriate bureau or staff member for action, sets deadlines, and follows up on routine or overdue items. Processes Executive Review documents and signature items: Reviews documents for format, grammar, and completeness; ensures compliance with Executive Review Process. Flags substantive content issues, unclear policy matters, or high-level decisions for the Deputy Secretary. Responds to calls, emails, and visitors: Determines whether inquiries are routine or require immediate executive attention; handles general questions independently. Refers escalated complaints, legal issues, media inquiries, or high-priority stakeholder concerns to leadership. Manages RTK requests, bill analyses, and legislative-related assignments: Assigns tasks to appropriate bureaus, tracks progress, and resolves routine follow-up. Flags complex, politically sensitive, or time-critical issues for the Deputy Secretary or Chief of Staff. Coordinates travel, lodging, and office logistics: Independently arranges travel itineraries, prepares expense reports, orders supplies, and maintains office equipment. Prepares meeting materials and briefings: Determines what supporting documentation is needed for routine meetings and assembles packets. Maintains office records, files, and reports: Independently organizes files, updates desk guides, and prepares routine reports. Handles special projects and assignments: Resolves routine administrative or operational problems independently. Refers complex, sensitive, or high-visibility projects to the Executive Assistant or Chief of Staff for direction. |
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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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