Position Description

Commonwealth of Pennsylvania
POSITION DESCRIPTION FOR JOB POSTING
Position Number: 00121428	Description Activated On: 6/24/2025 1:59:37 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.

Provide Clerical and office support within the Bureau of Corporations and Charitable Organizations ensuring efficient operations and effective work product.

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.

1.Sorts mail daily by type and date. ( Corporate, Uniform Commercial Code, Certification, Charities.
2. Perform data entry of all documents pertaining to the Division of Operations and Support (Corporate, Uniform Commercial Code, Certification, Charities).
3. Inputs information from the filings and requests for processing in the computer system according to bureau policies and procedures, as provided.
4. Review documents to ensure they meet all requirements and verify all data entry to confirm they are error free. Correct errors as found.
5. Search and retrieve information contained on microfilm.
6. Prepares documents for scanning by coding and affixing labels to them.
7. Create reports of the work submitted in the computer systems.
8. Track checks and payments made for filings and requests. Reject submitted filings and requests when no money is attached.
9. Prepares user closeout reports and wrap checks/payments for processing.
10.Perform Customer Service duties by answering phone calls from internal and external sources pertaining to questions regarding filings and payments.
11.Processes customer deposit account statements, charge invoice fees to account.
12.Review applications and expedite requests.
13.Process Uniform Commercial Code filings and Certification requests according to Bureau policy and procedure, as provided.
14.Prepare documents for back scanning by retrieving copies from microfilm or from computer.
15.Invoice customers for payments due for their ordered request and then email the receipt for their paid order.
16.Process search and copy request. Process certificates, mail copy requests and insufficient fee notices and rejections.
17.Performs 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.

1.Help resolve issues with customer inquires and forward problems employee is unable to handle to the supervisor.
2.Independantly determine if an account has sufficient funds for a transaction or when there is no check or payment made. Reject those documents submitted for processing , when appropriate.
3. Make suggestions to supervisor about any improvements that could be made for more efficiency within the office regarding flow of work, etc.

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

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

1.	Communicate effectively orally and in writing.
2.	Basic computer operational ability, working knowledge of Word and Excel.
3.	High vloume data processing skills.
4.	Comprehend and understand English.
5.	Organization and categorization skills
6.	Basic math skills
7.	Sit at computer and reader printer for prolonged periods.
8.	Negotiate in and around the bureau
9.	Assist in other assigned duties when necessary
10.	Retrieve microfilm from tall, heavy drawers.