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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00101158 |
Description Activated On: 3/4/2026 3:43:16 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 complex clerical support to the Division of Analysis and Financial Reporting. This person must be able to maintain a high level of professionalism and maintain cooperative working relationships with Department staff, representatives of professional associations, and field representatives who contact the office. This position encompasses a variety of responsibilities that include administrative support to the Bureau's Success for PA Early Learner's (SPEL) Grant Implementer and Special Education Advisers within the Division. This position is subject to sudden shifts in work effort, due to external influences and time frame constraints. |
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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. *Drafts memos, letters, and other correspondence, as appropriate for signature of SPEL Grant Implementer, Special Education Advisers, Division Chief, Assistant Bureau Director, and Bureau Director. *Handles routine administrative matters such as screening and directing phone calls to proper staff. *Creates, sorts, files, and retrieves physical and electronic documents and folders. *Prepares and processes various types of forms (travel expense vouchers, out-service training, purchase orders, agency purchase requests, service purchase contracts, invoices for monitors, and production requests, etc.) *Types letters and reports as requested in draft and/or final form. Proofreads all types of material to ensure that information is grammatically correct, complete, consistent and adheres to agency rules and regulations. *Opens mail, reviews contents and determines proper distribution of mail to personnel, taking the initiative to respond to general requests for information, and/or publications for the Division. *Performs duties such as copying, faxing, bulk mailing, and other related duties as requested. *Assists in answering/screening incoming calls on the Bureau's main telephone line. Exercises independent judgment to determine the nature of the call, and how it should be handled, on a variety of topics; dealing effectively with Department personnel, and the general public, and refers callers to appropriate personnel. *Scans documents on the Bureau's Document Imaging System for future retrieval. *Independently review and process Para educator applications submitted to the bureau from district personnel for correctness and completeness. *Independently responsible for drafting and sending rejection or approval letters, and certificates, for Para educator applications. *Responsible for mailing all certificates, for each approved Para educator, who has been approved by the department. *Performs other related duties as required or requested. |
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. Decides how to direct calls, as well as letter and email correspondence, based on information gleaned from the caller or the issue or region of concern, requiring an intimate knowledge of Local Education Agencies (LEAs) or independent research into our LEA databases. Decides how to route visitors on floor in accordance with safety and security protocol. Independently checks every para educator application for completeness and correctness, and any missing information. |
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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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