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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00116408 |
Description Activated On: 7/1/2026 3:16:40 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. This position provides a variety of clerical and advanced administrative support services to the Office of Commonwealth Libraries, Deputy Secretary, and the Governor’s Advisory Council on Library Development. This position works closely with the Office of Commonwealth Libraries Administrative Officer 2 on fiscal, procurement, and human resource duties, including timekeeping. This position also performs general HR duties as the bureau/program HR Representative and serves as a liaison between the bureaus and Education HR Office (OA). |
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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. Fiscal and Procurement Duties: • Initiates Miscellaneous Orders, SRM Shopping Carts, and Purchase Order and Non-Purchase Order Goods Receipts. • Works with AO2 to find products and place orders. Tracks invoices and ensures that invoices, quotes, and contracts are processed via the correct procurement method. This includes verifying invoices are complete, the correct contract and accounts are charged, and that invoices are processed in a timely manner in accordance with contractual agreements. • Assists the AO2 in providing monthly financial reports to the Leadership within OCL. This requires utilizing Analysis for Office to pull reports and format them using intermediate to advanced level MS Excel features. • Assists the Administrative Officer with routine fiscal activities as assigned. General Administrative Duties: • This position serves as a point of contact for the Office of Commonwealth Libraries (OCL). This includes managing resource accounts, providing information, and referring callers to the correct Bureau within OCL or within PDE for assistance. • Maintains organized records and files of work completed. This includes both physical records and digital records following the retention schedule. • Assists new employees within the program by ensuring a new employee onboarding process is completed. This includes requesting first day parking pass, badging appointments, and Corporate Card Application (if applicable). • Serves as a liaison with the Executive Assistant for activities of the Governor’s Advisory Council on Library Development (GAC) and its subcommittees. • Organizes and maintains handbook of policies, reports, and minutes for GAC members. Serves as recording secretary, preparing meeting minutes. • Serves as notetaker at other OCL and PDE meetings as required. • Makes travel arrangements and prepares travel expense vouchers for routine and special functions for members of the GAC. • With the AO2, prepares and submits Out Service Training forms for continuing education and assists with travel requests. • Serves as Office of Commonwealth Libraries liaison with the Office of Comptroller Operations Office of Travel Operations for travel questions. HR Representative Duties • This position serves as HR Representative for both bureaus of the Office of Commonwealth Libraries alongside the AO2. • Gathers and provides information from both bureaus to the Education HR Office (OA) on personnel activities such as filling vacancies and recruitment needs. • Provides support in the hiring process by assisting supervisors in ensuring they are following the proper rules and guidelines that must be followed when filling a position. • Assists in scheduling interviews as requested by the supervisor and managers in the program. • Prepares and submits Personnel Action Requests (PARs) for the program, as needed. • Monitors the Employee Performance Review (EPR) schedule to ensure timely submission and completion of annual EPRs by supervisors. • Monitors and maintains position descriptions (PDs) for staff in the bureaus to ensure all PDs are up to date. Assists supervisors and managers with the upload of PDs on the online PD portal. Timekeeper Duties: Serves as the primary Timekeeper for OCL • Calculates and reviews time entered by staff for correctness, adjusts overtime or compensatory time codes as needed. Assists staff and supervisors on how to enter and approve time. • Monitors and maintains timesheets and payroll for wage employees in the program. • Ensures accurate completion of supervisor approved basic work schedule changes and Alternate Work Schedule (AWS) requests before submission. • Ensures accurate yearly setup of AWS employee holidays and substitutions, as well as setup for new and transferring AWS employees. • Works with the agency Timekeeper and Time Advisor (OA HR Time) to assist with the correction of errors, overpayments, etc. Performs other duties as necessary. |
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. • Determines proper routing of correspondence, emails, faxes, and phone calls. • Understands and ensures compliance with Commonwealth policies and procedures for fiscal-, procurement-, travel-, and human resource-related matters. • A large amount of the work requires this position to be able to work independently and meet deadlines and goals. |
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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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