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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00115966 |
Description Activated On: 10/27/2026 11:43:08 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 confidential position works independently to provide clerical support within the Superintendent's office and oversees a group of clerical employees. |
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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. -Screen phone calls to find out what the call is in reference to and determine whether it should be handled by another staff member and forwarded it to the appropriate party. Also screen calls from staff that may have a concern and determine if the chain-of-command was utilized. - The Superintendent's Secretary has many contacts with the public, staff members, and public officials and must always handle these contacts in a prompt and courteous manner. - Maintain Superintendent's calendar, to include scheduling appointments and meetings. - Responsible for overall operation of the Superintendent's Office, including developing and recommending work standards and procedures for the Superintendent's Office. - As Clerical Supervisor I, there is a great deal of traffic in the Superintendent’s Office which must be handled in a prompt, professional, and courteous manner. - Maintain a tickler file to ensure Superintendent's Office responses to inquiries from Central Office and other outside agencies are completed in a timely fashion. In addition, a tickler file is maintained to assure appropriate follow-up and responses are prepared regarding memos, letters, directives, etc., sent from the Superintendent's Office to various areas. - Screen inmate requests to the Superintendent and obtain pertinent information via the DC-15 or appropriate staff in preparation for responding to the requests. Request slips that indicate a threat against inmates, staff members, or the institution in general will be given to the Superintendent immediately; however, in the absence of the Superintendent, the designated Deputy in charge of the institution is contacted immediately. - Compose and prepare responses to routine inquiries for the Superintendent’s signature from outside sources/agencies, thank you letters, memos to schedule meetings, prepare and process gate clearances for all visits arranged through the Superintendent, etc. - Responsible for maintaining and overseeing a filing system in the Superintendent's Office to efficiently store documentation, which also includes all reports required to meet ACA standards. Serve as a resource person for the entire staff at all times, particularly during re-accreditation. - In the Superintendent's absence, use discretion and tact in working with Department Heads in charge of the institution and maintain the flow of information as it is pertinent to the individual departments, which entails decision-making regarding the proper staff members to whom specific information should be directed. - Typing memos, reports, letters, etc., that are of a confidential nature for Administrative Staff. - Review time sheets for all clerical staff and the Superintendent and his/her Administrative Staff for payroll purposes. - Arrange accommodations for Superintendent's business trips requiring overnight lodging, etc. - Transmit via fax memos, letters, etc., to Central Office and various institutions and ensure incoming faxes are copied and routed to the appropriate staff. Instruction on the fax machine is provided as needed. - Participate in the interviewing and selection process for vacant clerical positions. - Responsible for supervising and providing housekeeping assignments to the inmate detail during daily cleaning of the Superintendent's Complex. - Attend meetings and take minutes as directed by Superintendent and ensure minutes are disseminated to appropriate parties. - Transcribe tapes and dictation originating from correspondence/memos handled through the Superintendent's Office, which is of a confidential nature, if utilized. - Maintain confidential reports related directly to Union-Management matters. - Gather all information and prepare the Weekly Status Report every Friday for Superintendent's review/signature and submission to Central Office. - Many duties/tasks are handled by the Clerical Supervisor 1 (Superintendent’s Secretary) that are performed automatically, as warranted, such as preparing, copying, and distributing notices to appropriate staff advising them of operational changes, etc. - Screen all outgoing correspondence requiring the Superintendent's signature (some of which is prepared by various Departments within the institution), to assure that it is neat, accurate, correct, and conforms to the Department's Style Manual. Any correspondence requiring corrections/ additions/deletions is returned by me to the author and/or the appropriate clerical support person and instructed to make the necessary changes/corrections for resubmission to the Superintendent. This screening pertains to all clerical support personnel throughout the institution. - Responsible for the supervision of designated clerical staff, which includes the following: Approval/disapproval of requests for leave, monitoring of leave usage, completion of six-month reviews and annual performance evaluations with input from their work supervisors, interaction and communication with the work supervisors to address any issues related to performance, attendance, discipline, etc. - Responsible for overseeing switchboard coverage and developing a rotating schedule that includes all clerk typist II staff (the schedule ensures the switchboard coverage for the switchboard operator for lunch, breaks, and time off). - Organization and follow through of special projects assigned by the Superintendent. - Maintain confidential investigation files. - Copy and distribute EOR's, investigations, offender contact letters, sympathy letters, etc... - Prepare and type inmate misconduct appeals. - Assist with Compiling/submitting monthly reports (i.e. RHU, Restraint Chair, etc...) - Assist CSA/AO with processing documentation, copying and entering data in DOC Net or other tracking systems, as needed ESSENTIAL JOB FUNCTIONS: 1. Supervise and evaluate the work of subordinate staff. 2. Effectively communicate verbally and in writing. 3. Perform basic mathematical computations. 4. Review and interpret information. 5. Operate basic office equipment. 6. Perform repetitive motions. 7. Maintain regular and reliable attendance. 8. Establish and maintain effective working relationships. 9. Attend and participate in all mandatory training and/or testing. 10. Work overtime in compliance with provisions of the Collective Bargaining Agreement. 11. Travel as required. 12. Be mobile over all types of physical surfaces and levels (in an institutional setting). 13. Be visually observant of environment (in an institutional setting). 14. Hear and identify sounds (voices, whistle, buzzer, lock release, scuffling, sudden quiet)[in an institutional setting]. |
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. Supervision occurs only by the timeliness of work assigned, as noted by the Superintendent and by the Superintendent's review for signature of all completed documents, letters, etc. The remainder of the duties in this position, especially those of filing, dealing with other personnel, agencies and internal departments, are determined in large by self-motivation, personal judgment and tact, with very minimal direct supervision. |
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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. N/A 5. N/A 6. 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.
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