Position Description

Commonwealth of Pennsylvania
POSITION DESCRIPTION FOR JOB POSTING
Position Number: 00116880	Description Activated On: 12/22/2025 12:37:05 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.

Reports to the Forms Layout Specialist 3. This position administrative support to the Bureau of Office Services’ Division of Content Management.Supports the agency’s open records (Right To Know) and records retention team as needed. A considerable amount of independence is needed in determining priorities and carrying out responsibilities.

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 requires an overall knowledge of the department, its structure and programs. It is necessary to keep up-to-date with the ongoing changes that occur in programmatic and department responsibilities.

Serves as the initial point of contact for the department’s General Information telephone line and refers inquiries to the appropriate office.

Maintains and tracks the inbound EP, Contact Us and Doc Services resource accounts; and:

Distributes web inquiries to the appropriate staff for response/action and/or checks new job submissions for accuracy; logs new jobs onto PMS and sets up email draft electronic folders.

Coordinates content and develops Bureau Director’s Bureau of Office Services Weekly Report.

Responsible for collecting and processing the office supplies/procurement requests for Content Management Division.

Promotes the Department’s mission.

Inputs appropriate data in a prescribed format to meet data quality standards set forth by guidance, training, and policy across all of DEP’s electronic data systems; to include ensuring accuracy and completeness of entries, and where available, the use of system-specific tools to ensure duplicative entries and data quality issues are minimized.

Assist in prepping boxes and preparing start sheets for documents to be sent to be digitized.

Completes special projects and provides division work analysis as requested by Division Chief Office Services Bureau Director and Executive Deputy Secretary (EDS) for Administration and Management.

This position description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform and other job-related duties requested by their supervisor.

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.

Works independently with minimal guidance. Assignments are received with instructions and reviewed upon completion. Determine proper procedure and resources given a desired result in occasional situations. Responds electronically and verbally to customer inquiries and/or researches and replies directly to a question or request or refer if of a technical nature.

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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Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.

1.	Ability to organize and prioritize assignments.
2.	Use software capabilities for maintaining spreadsheets and editing documents.
3.	Works independently, with independent judgment and discretion in dispensing information..
4.	Set up documents with software applications.
5.	Understand/follow oral/written instructions.
6.	Communicates effectively orally and in writing
7.	Understand and apply Commonwealth and DEP policies and procedures.
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