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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00109357 |
Description Activated On: 8/17/2026 10:59:24 AM |
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 is responsible for performing administrative staff work in support of the Pennsylvania Commission on Crime and Delinquency's Office of Research and Safety Initiatives (ORSI), and Office of School Safety and Security (OSSS) with primary responsibility for providing administrative, analytical, and program support to ORSI's Children's Advocacy Center Advisory Committee (CACAC), related grant programs, and other ad hoc committees and workgroups. |
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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. Performs varied administrative staff assignments in support of ORSI, OSSS, CACAC, and related programs, committees, and workgroups. Reviews and analyzes existing administrative and operational procedures associated with grant application processing, grant monitoring, committee operations, executive review, and preparation of materials for Commission consideration. Identifies procedural issues, inefficiencies, inconsistencies, and opportunities for improvement and recommends revisions to procedures and work processes to ORSI management. Assists in the development, implementation, documentation, and evaluation of administrative procedures and work standards. Develops and maintains written procedures, instructions, checklists, tracking tools, templates, and related materials to promote consistent processing of grant applications, monitoring activities, committee business, executive reviews, and Commission materials. Reviews grant application processing and monitoring activity to assess status, completeness, timeliness, and adherence to established procedures. Maintains tracking systems and compiles information regarding applications, monitoring activities, committee actions, and other program activities. Identifies outstanding items, discrepancies, trends, or issues requiring follow-up and communicates findings to appropriate program staff or management. Conducts administrative research and gathers information from agency records, electronic grant management systems, databases, committee records, policies, procedures, and other sources in support of program operations and management requests. Compiles, organizes, evaluates, and summarizes administrative and program information for use by ORSI management. Prepares reports, charts, summaries, status updates, tracking reports, and other informational materials concerning grant applications, monitoring activity, committee membership and participation, program activities, and other ORSI initiatives. Identifies relevant findings and provides information to management to assist with administrative and program decisions. Provides administrative support for grant management activities, including assisting with the organization and review of grant applications and supporting grant review activities. Reviews grantee-submitted information and documentation for completeness and consistency with established administrative requirements and coordinates follow-up regarding missing or incomplete information. Assists in evaluating administrative aspects of application and grant-management processes and recommends modifications to tracking methods, workflow, forms, instructions, or procedures when recurring issues or opportunities for improvement are identified. Serves as an administrative liaison between ORSI and CACAC members, grantees, grant applicants, other PCCD offices, governmental entities, and external stakeholders. Establishes and maintains cooperative working relationships necessary to facilitate committee and program activities and responds to administrative and program-process inquiries within established policies and procedures. Researches and prepares responses to inquiries from grantees, applicants, committee members, and other stakeholders concerning administrative requirements, application status, committee participation, recusals, award determinations, meeting requirements, and other established program processes. Refers matters requiring policy interpretation, programmatic judgment, or management approval to appropriate ORSI staff. Supports CACAC and other committees and workgroups by tracking membership, appointments, terms, attendance, participation, recusals, recommendations, and actions. Reviews committee records and related information to identify matters requiring follow-up and communicates with members and program staff to resolve routine administrative issues. Coordinates the administrative process for preparing CACAC and other committee matters for executive and Commission review. Reviews materials for completeness, organization, consistency, and adherence to established procedures and deadlines; identifies missing information or required follow-up; and coordinates corrections with appropriate staff prior to submission. Develops internal and external correspondence related to committee activities, grant administration, scheduling, program processes, and other ORSI functions. Reviews and replies to routine correspondence and researches information necessary to prepare responses to more complex administrative inquiries for review by program staff or management. Coordinates and schedules committee meetings, conferences, workshops, training sessions, and other activities. Determines administrative and logistical requirements; establishes timelines; coordinates with participating offices and external stakeholders; and ensures required materials and arrangements are completed. Coordinates all logistical matters for in-person and virtual CACAC meetings, including committee-member travel, meeting locations, room setup, catering, equipment, electronic meeting access, and distribution of hard-copy and electronic materials. Prepares agendas, meeting packets, presentations, charts, handouts, correspondence, and other materials for meetings, executive review, and Commission consideration. Reviews materials for completeness, accuracy, consistency, formatting, and compliance with agency standards before distribution or submission. Prepares and posts committee materials to SharePoint and other approved electronic locations and ensures materials are organized, current, accurate, and accessible to appropriate stakeholders. Prepares meeting minutes and maintains official and administrative committee records in accordance with established procedures. Develops and maintains informational databases, spreadsheets, logs, and tracking systems related to ORSI initiatives, grant activity, monitoring activity, committee membership, appointments, terms, attendance, recusals, and committee actions. Evaluates information maintained in these systems for accuracy and identifies discrepancies requiring correction or follow-up. Assists in developing and updating training materials, instructions, reference documents, and other resources describing grant-management and administrative procedures for applicants, grantees, committee members, and PCCD staff. Assists in the final production and coordination of materials for meetings, conferences, training sessions, grant reviews, executive reviews, and Commission meetings. Prepares and coordinates mass emails, bulk mailings, surveys, and other communications in support of ORSI initiatives. Proofreads and formats correspondence, reports, outreach materials, meeting minutes, committee materials, instructions, and other documents to ensure accuracy, grammatical correctness, consistency, and compliance with agency policies and standards. Maintains office supply inventory and coordinates administrative resources necessary to support ORSI and OSSS operations. Analyzes and implements applicable Commonwealth Management Directives, agency policies, and administrative procedures related to assigned responsibilities and recommends procedural changes when necessary to maintain compliance or improve operations. Performs other related duties as required. |
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. Work is performed with general supervision from the Office Director, Deputy Director, and Program Managers. Routine administrative assignments are independently planned, organized, and completed within established policies, procedures, objectives, and deadlines. Completed work is reviewed through conferences, reports, and evaluation of results. |
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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: 1. 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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