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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00099255 |
Description Activated On: 11/12/2025 1:43:55 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. The employee will serve as the Clerical Assistant to the Bureau of Policy, Analysis and Planning and will be responsible for routine and moderately complex and technical clerical duties. |
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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. Type and proofread correspondence, memoranda, reports, provider and public communications, State Plan Amendments, regulations, meeting minutes, charts, forms, etc., received from the Bureau Director, Division Directors, Section Chiefs and staff from handwritten copy, draft, dictation or recording, ensuring proper spelling, punctuation, format, consistency, grammatical accuracy and compliance with Departmental guidelines. Maintain control files of all correspondence prepared by the staff of the Bureau as responses to letters, memorandum, e-mail or voice mail requests. Plan and organize the filing system for the bureau ensuring little duplication of information stored. Plans and provides guidance in the establishment and reorganization/purging of old or outdated files as the need arises due to inadequate space, shifts in priority of documents, etc. Responsible for the Bureau’s Record Retention Schedule. Responsible for records management by coordinating activities with Administrative Services pertaining to the archiving of files. Prepares appropriate records transfer lists and obtains the appropriate numbers for each of the identified boxes to be sent to the records center. Ensure that correspondence, records, and other papers are protected and safeguarded whether in hard copy or electronic formats. Provide administrative support to OMAP Regulations Coordinator in facilitating the review and submission of policy and regulatory documents to state and federal stakeholders. Participate in on-the-job training and provide training and guidance to bureau staff on correspondence guidelines, office procedures, office equipment, etc. Receive incoming phone calls and visitors and provide information, route to the proper person or relay messages. Periodically, the incumbent will receive calls from Executive Staff from other states, other Commonwealth agencies, legislators, Deputy Secretaries, federal personnel and recipients. The incumbent must use tact in conversing with the above person and discretion in the handling of confidential information. When the Bureau Director, Special Assistant and Division Directors are absent and a critical telephone call is received, the incumbent will determine the immediacy of the call, the appropriate action to be taken, and which staff within the division could best meet the needs of the caller. Ensure telephone coverage is maintained during the Bureau’s core operating hours and during scheduled break and lunch periods. Must ensure that calls are answered and transfer calls to the appropriate staff member or take messages as necessary. Reproduce copies on the network copier, color copier and by requesting duplication of materials through the Department of General Services print shop and the Quick Copy Printing Office. Gather source materials from manuals and files as needed for meetings, presentations, reports, etc. Ensures that all presentation materials for meetings with the Secretary, Legislative Steering Committee, Federal Officials, etc., are complete, accurate and professionally composed, with adequate copies made for distribution. Schedule meetings for the Bureau Director and various division staff by arranging for meeting rooms and notifying attendees. Process paperwork for approval for staff to travel, make travel arrangements and process expense vouchers for Division Directors, Section Chiefs and Division staff. Enters travel and other expenses for Committee members, as necessary and consistent with Commonwealth policy. Maintain all supplies for the Bureau. Responsible when supplies are received to account for all items that were ordered. Retrieve and distribute mail within the Bureau to ensure that requests for typing and incoming/outgoing mail is forwarded to the designated staff person. Order all Bureau supplies through approved vendor using a purchasing card or by contacting outside vendors, obtaining price quotes, preparing paperwork and forwarding to the Administrative Officer. Operate the fax machine to transmit information to designated agencies and individuals as requested. Responsible for maintenance and renewal of subscriptions for professional policy and clinical publications, journals, manuals, and software platforms. Serve as liaison and support to Administrative Officer for personnel transactions, including filling vacancies, scheduling interview panels, collecting and submitting interview documentation to AO. Serve as liaison with AO and staff to coordinate monitoring the due dates for EPRs, the collection and submission of completed EPRs in the Electronic Official Personnel File. Coordinate with the AO in all aspects of relocation of new and current BPAP employees, including space allocation, telephone services, electrical service, obtaining furniture and other miscellaneous equipment. Assist OMAP AOs with backup timekeeping duties as needed. Act as the Bureau’s backup liaison with the building owner. Responsible for coordinating the movement of incoming supplies, equipment, and furniture. Coordinates the correction of building maintenance problems. Coordinate with Commonwealth staff and vendors to ensure system access to Bureau’s shared drive for bureau staff. Ensure all teleworking employees have the required equipment to facilitate remote work. Maintains records of signed telework agreements for contracted employees. Maintains bureau calendars indicating which employees are working in the office or teleworking each day. Attend meetings and training sessions as appropriate. Perform other related duties as assigned. Other qualifications Exhibits a working knowledge of communication capabilities using available software operating under Windows including Microsoft Office, Word, Excel, Access, and VISIO, as well as other necessary software. |
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. Maintain coverage for the Bureau by monitoring telephone, schedules, mailroom duties and assisting with time and attendance. |
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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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