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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00181776 |
Description Activated On: 7/27/2026 9:36:08 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. A high level of independence is exercised in performing complex duties in support of the Superintendent's Office. This position is the only confidential employee at this institution and works independently, receiving only general supervision from the Superintendent, performs all related duties that would be expected of a confidential employee. |
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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. Employs conscientious judgment, discretion and confidentiality in the performance of a broad scope of responsible and complex work assignments that are carried out and completed independently with a high degree of initiative. Flexibility is maintained in shifting priorities and adjusting workload to accomplish duties of a routine, scheduled and special assignment nature. Knowledge of both DOC and local institutional policies, procedures, rules and regulations, as well as necessary job skills, are sustained to ensure that efficient workflow and effective and productive communications are employed and maintained. MAJOR DUTIES: Monitors, controls and processes information flowing in and out of the Superintendent's Office by screening, reviewing, and directing all incoming and outgoing mail in order to ensure appropriate distribution, efficient workflow, and effective and productive communications. All incoming mail is reviewed, marked for distribution or delegative action, and organized for further action and follow-up. Where appropriate, takes the initiative and composes memos/letters and assigns tasks to appropriate manager for Superintendent’s review/signature. Documents requiring signature authorization or Superintendent’s approval are reviewed for accuracy, completeness, adherence to agency rules and regulations, correct arithmetic calculations, etc. Those not confirming to required standards are returned to originating areas for corrective action. Handles materials or information, for both employees and inmates, of a confidential and/or sensitive nature for the Superintendent's Office by using conscientious discretion and judgment, and by being knowledgeable of policies and procedures in order to ensure adherence to appropriate rules and regulations and to avoid breach of confidentiality. This includes verbal and written communications, recording, editing, copying, distribution, telefaxing, scanning, filing and/or security storage of materials. Assists the Superintendent's Office in collecting and disseminating information or oral instructions to Executive Staff and institutional staff. Receives visitors and telephone calls coming into the Superintendent's Office by providing information or assisting in resolving issues related to office regulations and procedures. Receives and tracks confidential information from various sources including those of Central Office, Regional Secretary, the general public, or representatives of government or other agencies, assisting the Superintendent in appropriate follow-up/dissemination as needed. Ensures travel arrangements for the Superintendent's Office and other top management staff are handled by ensuring registration forms, lodging/transportation/air travel reservations, etc. are handled appropriately and timely. Ensures the timely submission of required documents/transmittals/vouchers for reimbursement for the Superintendent. Responsible for the final compilation and submission of all EO WebTAS reports (DC-121's and attachments) to Central Office staff. Develops, monitors and maintains complex filing systems for the institution by establishing and coordinating various systems (e.g., electronic, alphabetical, cross-reference, numerical) in order to arrange retention of materials for reference and documentation. Establishes, monitors and maintains a tracking and tickler system for the Superintendent's Office by designing the system and overseeing the recording, filing, retrieving, and/or purging of data from the logs and files in order to ensure that materials are received and/or transmitted in accordance with recognized time frames to Central Office, public officials, etc. Ensures the accurate completion of confidential word processing for senior management staff as required. Compiles the final information for the Weekly Status Report and submits to Central Office. Serves as the contact person that tracks all reports identified on the Institutional Reporting Requirements form to ensure all reports are submitted to Central Office by required due dates. Maintains files on institutional interdepartmental meeting minutes. Maintains files on inmates as needed. Maintains confidential files regarding pre-disciplinary conferences, personnel issues, sexual harassment, etc. Ensures the timely completion of required documents to purchase supplies, etc., by referring to catalogues, state contracts, and other sources to obtain prices, specifications and related information. Ensures adequate office supplies are maintained for the Superintendent's Office. Ensures gate clearances are prepared and distributed as needed for the Superintendent's Office. Performs other duties as directed by the Superintendent's Office. Assist PREA Office when necessary. Essential Job Functions: 1. Effectively communicate verbally and in writing 2. Review and interpret information 3. Operate basic office equipment 4. Perform repetitive motions 5. Maintain regular and reliable attendance 6. Establish and maintain effective working relationships 7. Attend and participate in all mandatory training and/or testing 8. Travel as required 9. Be mobile over all types of physical surfaces and levels (in an institutional setting) 10. Be visually observant of environment (in an institutional setting) 11. 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 timeliness of work assigned as noted by the Superintendent's Office review for signature of all completed documents, letters, etc. The duties as noted in this job description are determined in large part by self-motivation, personal judgment and tact. |
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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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