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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00112190 |
Description Activated On: 6/22/2026 10:43:13 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 performs clerical functions that require independent judgment for the coordination of mail for Central Sort along with the Department of State's mail. This position is responsible for tracking mail and reporting the location of the mail through the Intra Mobile Scanning System along with other duties including transporting revenue bags, fulfilling stockroom requests, and assisting other bureaus with their mail as needed. |
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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. Responsible for delivering mail including priority correspondence and packages to Department of State program areas and other Commonwealth Buildings as well as the Main Capitol and the Governor’s Office. Responsible for sorting mail as the Central Sort Office for Commonwealth agencies. Sorts incoming external mail along with interoffice mail and processes according to Departmental Policy. Facilitates the pickup of outgoing and interoffice mail from Department of State offices and other Commonwealth agencies when appropriate to process according to Departmental policy. Serves as customer service representatives for mail intake and outtake for Department of State and other Commonwealth agencies. Uses independent judgment to determine the correct location when mail and packages contain an incorrect address or insufficient information. Reroutes the mail and packages to the correct location. Responsible for learning and maintaining knowledge of the Intra Mobile Scanning System to trace missing documents and extract data into spreadsheets to provide reports as needed to the requesting Commonwealth agencies, departments, and program areas. Utilizes the Intra Mobile Scanning System to track and record the receipt of incoming mail in transit, track the location of the mail through transit to final delivery. Provides the initial Department of State safety screening for suspicious mail and packages. Alerts supervisor to determine if Capitol Police need to be contacted for further investigation. Establishes, maintains, and updates tracking logs to include information such as postage counts, daily mail counts, certified and overnight mail, revenue bags, and the monthly driver’s log. Responsible for transporting revenue bags containing checks to the Department of Revenue for several DOS program areas and for other Commonwealth agencies daily as it relates to the Department’s policy. Ensures the return of the money bags to the correct location. Monitors the contents of the safe daily for checks and other documents that need to be transported timely. Responsible for maintaining the Secretary’s assigned vehicle and Operations Center Mail Van and Pool Vehicle. Operates postage machine, high speed multi-function devices, letter opener, and portable pallet jack as needed to ensure services are provided for all Department of State office locations. Assists Division Chief with transport, setup, and teardown of furniture and equipment for all of the Department of State bureaus on an as needed basis. Receives delivery for Department of State orders and independently verifies receipt of product, delivers product to program area or preferred location, and ensures paperwork such as packing slips or bills of lading are provided to the Procurement Division. Processes stock order requests from the Procurement Division and delivers the products to the program areas for all Department of State locations. Provides general clerical support to other bureaus for various office operations including opening and sorting mail; folding, stuffing, and sealing envelopes; and phone support as needed for the Bureau of Elections. Ensures Operations Center equipment and space are kept clean, organized, and in proper working order. Responsible for notifying the Supervisor of any issues with equipment located in all of the Department of State mailroom facilities. Maintains knowledge of mailroom procedures, applicable laws, regulations, and policies using Management Directives, Operator Manuals, research methods and supervisor briefs. Participates in appropriate meetings, training sessions and conferences when applicable. Meetings or trainings may be conducted locally or in various locations within and outside of the Commonwealth and may be conducted using webinars, telephone conference calls or in person. Occasional day or overnight travel may be required in conjunction with meetings, conferences, or training attendance. Maintains ongoing communication with supervisor on all work activities and deadlines and recommends solutions to problems. Perform other related 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. Work is conveyed to the employee through the supervisor and performed with considerable independence according to established priorities and procedures. Work is reviewed as needed through conferences with leadership. Employee is aware of ongoing workload requirements and sets their priorities accordingly. Any unusual problems that may occur are brought to leadership’s attention and solutions are worked out collaboratively. Employee is expected to exercise good judgment and initiative within established policies and procedures. |
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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: N/A Licenses, registrations, or certifications: 1. Class C Driver's License 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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