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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00107008 |
Description Activated On: 3/5/2025 12:49:46 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. Executive Secretary/Assistant to the Director of the Bureau of Elections. Assists Director and other Bureau management. Independent judgment is used daily in determining how to prioritize duties and responsibilities. |
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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. * Assists in the preparation, proofing and editing of correspondence, memoranda, forms, and a variety of reports on Bureau operations and related subjects. * Compiles research and composes correspondence and other written communications for Director’s signature. * Apprises the Director and /or staff of upcoming office activities and details pertaining to work agenda. * Arranges and schedules meetings for the Director and other staff members. * Maintains a calendar of the Bureau's daily meetings and work agenda. * Represents the Director through frequent personal and telephone contacts with the public, government officials, and interdepartmental personnel. Answers telephone inquiries for various types of information, statistics, etc. * Develops and maintains central Bureau filing system consisting of administrative, correspondence, and various program area files. * Assists in the nomination petition and nomination paper filing processes. * Makes travel arrangements and prepares paperwork necessary for Director and other staff members to attend speaking engagements, conferences, meetings, etc. Knowledge of the Commonwealth’s Travel Policies and Procedures is required. * Assists in Continuity of Operations process for the Bureau. * Maintains inventory of office equipment. .* Maintains inventory of office supplies and responsible for ordering through the Commonwealth system * Acts as the Bureau's timekeeper answering questions regarding entry of time into the Commonwealth system. Assists with onboarding of new employees. * Assists in answering phones for the Bureau. * Performs all other duties and responsibilities assigned. Equipment Used: Personal Computer, Copier/Fax, Date & Time Stamp Machine, Telephone, Label Maker and Color Printer |
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. * The Director or Bureau management assigns initial job duties, responsibilities and over-all job expectations. However, the employee is permitted to work independently to accomplish their duties within the guidelines given. * If the priority of the workload, or staffing necessitates, the employee may be reassigned to assist with other work duties. These changes are generally conveyed to the employee orally. Written instructions may be issued for special projects. Routine duties may also be adjusted to comer absences in other areas of the Bureau and/or Department. * Work performance is reviewed based upon results (quality and quantity) which are based upon the employee’s job knowledge/skills, communications, initiative and problem solving, interpersonal relations and work habits as evidenced daily and reviewed by the supervisor. * The employee should be cognizant of importance of their role in the operation of the Bureau and the daily job priorities necessary in assisting it to meet its objectives. The employees are required to effectively and accurately utilize the policies, procedures and technical information set forth by the Bureau. * Minimal supervision is required. |
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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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