Position Description

Commonwealth of Pennsylvania
POSITION DESCRIPTION FOR JOB POSTING
Position Number: 00182276	Description Activated On: 7/23/2025 7:50:48 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.

Provides administrative and office support to the Bureau of Healthcare Services to ensure its operations and programs are conducted efficiently and effectively.

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.

40% - Receives and disseminates confidential information from various sources, including those from institutions, the general public or representatives of government or other agencies. Receives, logs, and processes all inmate grievances received from the Secretary’s Office of Inmate Grievances and Appeals and correspondence within the timeframe outlined in policy. Track, analyze, and report to BHCS Director all grievance reasons and trends to help in determining best practices to reduce inmate grievances.

20% - Completes the BHCS/State Records Center medical records reactivation process. This involves accessing the BHCS email resource account to receive facility record reactivation requests, using the Enterprise Records Management System (ERMS) to activate records, maintaining BHCS tracking logs, preparing records for mailing, processing records returned to the BHCS, and communicating with facility or State Records Center staff as needed. Answer all questions and correct all errors in order to have records corrected stored and retained as per policy.

15% - Screen, log, track, and forward all incoming phone calls to BHCS. Resolve all problems and/or questions that arise as appropriate or take thorough notes for other BHCS staff to address. Monthly, provide an analyzed report to BHCS Director on incoming phone calls to proactively address concerns to decrease the number of problems and/or questions coming into the Bureau.

10% - Works with the BHCS Assistant Medical Director to communicate monthly Emergency Medicine Training (EMT) programs to the DOC medical departments and coordinates the collection of scenario evaluation forms and attendance sheets. The EMT tracking system is maintained and shared with the Chief of Quality Improvement.

5% - Provides backup coverage for tracking and reporting of inmate deaths. Duties include the collection of records, death certificates, autopsy reports, etc. for review by the Chief of Clinical Services, Mangement Physician, and Quality Improvement nursing staff. Completes data entry for the Bureau of Justice Statistics reporting system.
5% - Compiles and maintains pertinent data, agendas, itineraries, and schedules to coordinate conferences/meetings with inter-departmental staff and/or outside agency personnel. Compiles all copy work as specified and as requested (i.e. agendas, information packets, handouts, CD's, transparencies, etc. for all conferences, meetings, and training sessions. Makes arrangements for DOC videoconferences. Takes minutes of BHCS meetings, prepares reports, and disseminates to BHCS and institutional staff.

5% - 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.

Performs routine tasks independently. Collect, interprets, analyzes, and summarizes all grievances, calls, problems, and questions coming into BHCS for the Director in order to proactively address concerns, assist in the management of programs, and assist in any procedure or policy changes.

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.	Communicate effectively verbally and in writing.
2.	Operate standard office equipment (Computer, telephone, fax machine, etc.).
3.	Effectively utilize Microsoft Office software (Word, Excel, PowerPoint, Outlook, etc.).
4.	Effectively utilize SAP.
5.	Review and proofread written materials.
6.	Coordinate and schedule meetings, conferences, and training.
7.	File and locate records appropriately.
8.	Perform basic math calculations and utilize a calculator.
9.	Establish and maintain effective working relationships.
10.	Attend and participate in all mandatory training and/or testing.