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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00127232 |
Description Activated On: 1/12/2026 2:52:42 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 is an assistant to the Executive Director and provides high-level administrative, strategic, and operational support to the Executive Director (ED). This role acts as a trusted liaison between the ED and internal and external stakeholders, ensuring effective communication, project coordination, and follow-through on organizational priorities. The Executive Secretary 2 handles sensitive information with discretion and supports initiatives that advance the organization’s mission and goals. Independently drafts correspondence including confidential materials, as well as, manages the flow of correspondence and meeting materials for Executive Director. |
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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. Executive Support Manage the Executive Director’s schedule, meetings, priorities, and official engagements Prepare agendas, briefing materials, reports, correspondence, and presentations Track action items and ensure timely follow-up on decisions and commitments Handle confidential and sensitive information with professionalism Strategic & Project Support Assist with planning, coordination, and implementation of strategic initiatives Conduct research, data analysis, and prepare summaries to support decision-making Monitor progress on key projects and report updates to the Executive Director Support commission-related activities, including meeting preparation and materials Communication & Liaison Serve as a point of contact between the Executive Director and staff, commission members, internal and external stakeholders Draft and edit internal and external communications on behalf of the Executive Director Coordinate cross-departmental efforts to ensure alignment with organizational priorities Operations & Administration Support organizational processes, policies, and special projects as assigned Assist with event planning, stakeholder meetings, and executive-level engagements Maintain organized records and documentation related to executive functions Occasional overnight travel may be required. Occasional weekend work might be required. Phone calls on weekends might be required. Perform other 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. Demonstrated ability to manage multiple priorities in a deadline-driven environment. Strong written and verbal communication skills suitable for governmental and public audiences. Demonstrated professionalism, discretion, and sound judgment. Preparing memoranda’s, briefing papers, and/or official correspondence. |
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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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