|
Commonwealth of Pennsylvania |
|
|
POSITION DESCRIPTION FOR JOB POSTING |
|
|
Position Number: 00103734 |
Description Activated On: 4/2/2026 3:06:21 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 primary responsibility associated with this position involves assisting the Secretary and Executive Deputy Secretary in the day-to-day operations for the Executive Office. Perform some secretarial duties for the Executive Office. Coordinate the administrative functions of the Executive Office performing a wide variety of secretarial services needed by said office. |
|
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. The primary responsibility associated with this position involves assisting the Secretary and Executive Deputy Secretary in the day-to-day operations for the Executive Office. Perform some secretarial duties for the Executive Office. Coordinate the administrative functions of the Executive Office performing a wide variety of secretarial services needed by said office. Coordinates the work for each weekly staff meeting including sunshine notices, preparing and scheduling meeting notices, establishes deadlines for receipt of agenda material, reviews agenda material and forwards certain documents to the Secretary and the Deputy Secretary for further review. Prepare the agenda for review by Deputy Secretary making certain that proper documentation and substantiating information is included. Submit the final agenda and portfolio to the Secretary and Deputy Secretary for review. Attend all staff meetings, records and prepares official minutes, follow through to make certain that recommendations are carried out, maintain a record of pending matters for future meetings and notify industry and staff of approved matters. Set up and schedule conference calls and meetings through the appropriate state and agency channels for the Secretary and the Executive Deputy Secretary. Prepare and track letters for the Secretary and the Executive Deputy Secretary. Opens, reviews and routes Executive Office mail. Maintain official confidential files for the Executive Office. Schedule meetings and travel for the Executive Office and commissioners and prepare travel requests and travel reimbursement request through SAP. Responsible for compiling mileage reports for the Secretary and Executive Deputy Secretary for the Bureau of Vehicle Management. Prepares or assists in preparation of responses to correspondence. Maintain liaison with Deputy Secretary and other industry organizations and personnel including Bureau Directors to ensure the lines of communications are open and the everyday operations are conducted efficiently. Assist with research for projects by collecting information and preparing reports, graphs and spreadsheets. Accurately compile results in a weekly reports to the Executive Office. Acts as one of two Agency Telework Coordinators for the agency. This includes presenting information to the executive office and the directors/managers; assisting with identifying positions and employees that are eligible for telework; preparing reports and data as required/needed. Acts as the Agency Liaison for the Executive Office - this includes preparing requisitions and PARs as needed; scheduling interviews, completing paperwork, etc. Demonstrate a commitment to meeting and exceeding expectations of the bureau/program’s customer(s) at all times. Apply Lean tool(s) to day-to-day tasks when a process has been identified for improvement. Perform other duties assigned as necessary. |
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. This position requires the ability to work independently in an efficient and effective manner reporting directly to the Secretary and Executive Deputy Secretary. |
||||||||||||||||||||
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. |
||||||||||||||||||||
Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
|