Commonwealth of Pennsylvania

POSITION DESCRIPTION FOR JOB POSTING

Position Number:  00109232

Description Activated On:  10/22/2025 2:38:51 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 person in this position provides clerk typist duties, office support, and administrative support to the Director of Education at the Commonwealth Technical Institute (CTI) at the Hiram G. Andrews Center, CTI Education Supervisors, and CTI Instructors.

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.

This position provides clerk typist duties, office support, and administrative support to the Director of Education at the Commonwealth Technical Institute (CTI)at the Hiram G. Andrews Center, CTI Education Supervisors, and CTI Instructors.

Functions as a timekeeper for the Education Division and provides back up coverage for other areas as needed for timekeeping.

Maintain accurate curriculum/syllabi/competencies for all education programs.

Perform miscellaneous typing for CTI staff including reports, syllabi, memoranda, and other materials as required in the school.

Update Education Program course binders.

Assist with CTI graduation and registration processes.

Handle transcript requests via telephone or fax.

Complete MSDS/HSSF sheets for all education wings.

Update Operations Manual.

Copies, collates, and distributes requested copy work.

Attends monthly CTI staff meetings and complete minutes.

Assist with the Career & Transition Fair and New Counselor Orientation.

Updates contact lists for Education staff, employee work schedules, emergency contacts, graduation/registration/ and Student Organization Fund.

Monitor fax machine. Distributes faxed documents to appropriate staff members or takes action on faxed documents as needed.

Scan/upload graduation diploma/degrees, transcripts, mid-term and end-of-term COR staffing reports and any other miscellaneous reports into CWDS.

Assist with Program Advisory Committee meetings. Send invitations, arrange for refreshments, compile meeting minutes, and maintain documentation for ACCSC review.

Send surveys to CTI graduates for Employment/Placement. Update student addresses, call graduates who have not responded, follow up with students who are initially employed to ensure they have maintained 90 days of employment, complete wage verifications in CWDS, and maintain documentation for ACCSC and Third-party review.

Process APR's and file/update per training programs. Follow up on back orders and incomplete orders.

Generate internal store requisitions.

Maintain EPR's, professional development documentation, education/experience information for all Education staff.

Print add/drop forms and file in student files.

Makes travel reservations and itinerary arrangements and completes expense accounts and 279s for Education Division staff.

Prepare end of term student/staff course surveys and distribute to students for completion. Collate responses, type comments, scan surveys, and prepare to distribute to instructors. Organize completed forms in binders as required by ACCSC.

Manage student lockers for commuter students.

Maintain Emergency Evacuation Plan documentation in the Education Division.

Assists with fire drills.

Assist with filing and maintenance of student records.

Perform appropriate routine printer and photocopy machine maintenance. Arrange for repairs when necessary.

Conduct Center tours as scheduled.

Provides WIOA compliant and PETS related duties.

Performs other duties as assigned.

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.

Makes decisions relative to providing clerk typist duties to staff at the Commonwealth Technical Institute.

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:

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2.   N/A
 
3.   N/A
 
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Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
 
 1. Answer telephone and provide information.
 2. Maintain appropriate and effective working relationships.
 3. Access, input, store and retrieve information from a computer.
 4. Use standard office equipment.
 5. Create a variety of documents.
 6. File and maintain student records.
 7. Performs receptionist duties and maintains office.
 8. Serve as a timekeeper for the Education Division.
 9. Conduct HGAC tours.
 10.