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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00191747 |
Description Activated On: 7/23/2026 3:03:39 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 employee is assigned to the Maintenance Department Office under the supervision of the Facility Operations Manager 4 and is responsible for fulfilling a variety of complex clerical work assignments and timely processing of documents serving a variety of functional applications within and outside the department. Routine work requires proficiency in all aspects of clerical responsibility and computer processing, which exhibits multiple performance expectations of a control oriented work office environment necessary to ensure an efficient and effective operation. The work environment activities include unpredictable and random input requiring this person to exercise considerable independent decision making, procedural choices, appropriate response actions to operational needs or hospital emergencies impacting our ability to provide a safe environment of care for our patients and staff. Clerical support is arranged to assist in facilitating the daily operational needs for all managers, supervisors and foreman aligned under the Maintenance Department Table of Organization. Careful planning and organizational skills are essential elements in executing work methods, priorities and procedures, particularly with regard to the computerized Mapper Work Order System, various data entries, monthly reports, execution and payment of product orders for maintenance department, etc.. |
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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. Perform administrative/clerical work by composing and typing using a personal computer, computer generated informational correspondence, memoranda, various documents, composing job descriptions, performance standards, EPR’s , quarterly/semi-annual infection control and engineering HVAC reports, maintenance procedure manuals, scheduling of training, conferences and travel arrangements/vouchers, arrange appointments/meetings, prepare necessary requests as needed for on-going educational and training requirements for employee certifications and licenses. Instructs substitute clerical personnel in methods and procedures. Initiate and recommend improvements in office efficiency and work flow. This position is the point of contact for the Maintenance Department with hospital staff, via phone or radio, to receive all maintenance service requests for all shops, including emergency and non-emergency calls from hospital personnel to be input in the automated work order system MAPPER. Supervision is received from the Facility Operations Manager 4, however, work is performed with considerable independence and little review. Independent decisions are made regarding performance, planning and determining work methods and procedures, specifically with regard to the computerized work order system, Mapper, and the processing of work orders in a timely manner. Disseminates preventative maintenance orders, maintain general and specialized files (DHS, asbestos, lead, fire system) of maintenance and preventative maintenance work orders and generate automated information tracked for the Monthly Summary Report through MAPPER. Independent action is required with the responsibility to process and confirm supply orders on the Commonwealth's SAP computerized format SRM for purchasing/confirming orders from vendors and/or the in-house storeroom for maintenance shop supplies as needed. Completes orders and payment with maintenance credit card with credit card purchase request forms with vendors. Also ordering, tracking and confirming the orders for coal/oil deliveries for Boiler House and other departmental needs for supplies, equipment, materials, contractor services, etc. using SRM system. Creates shopping carts for purchase orders to be created, goods receipt services to initiate payment process. Train/instruct other clerical staff on various programs ie: SRM, SAP, Mapper etc used by WeSH. This person must maintain an in-depth working knowledge of departmental procedures and automated programs and reports that involve data collection relative to a physical plant maintenance operation. This is performed daily in order to keep a consistent workflow pattern, and provide a safe Environment of Care for our patients and staff. Demonstrate the ability to communicate clearly and effectively with a wide variety of contacts, including department heads, executive staff, service vendors and technicians, hospital visitors and contractors. Contact with outside agencies is required to retrieve information to complete various monthly reports, including the collection of data from local water/sewer authority and all tenant leased buildings, in order to prepare statistical reports for the monthly Utility Usage Report for the Department of Facilities & Space Management and Penn State Facilities Engineering Institute. Updates to employee personnel files/records, hiring and promotional materials, complement authorization requests, tracking and providing Employee Performance Review documentation to all shops/supervisors as needed. This position also works with the various shops/departments in monitoring daily time and attendance records, maintaining up to date address and phone lists and employee files. Also maintains and keeps current all employee information regarding emergency call-in lists and volunteer emergency availability lists. Organizational aptitude is also needed to prioritize project timelines to meet governmental reporting deadlines and an assortment of reports, letters/memos, forms, records and schedules that require independent judgment at predetermined intervals in order to meet Department of Health compliance standards, as well as meeting compliance guidelines established by the hospitals Environment of Care directives. This person is responsible for distribution/inventory of all hospital keys given to contractors who perform work at the WeSH site, keeping accurate records of such transactions and accurate key count at all times. Also responsible for maintenance staff hand radio inventory and dispensing of radios to maintenance personnel and record keeping of same for all shops. Participates in a continuing effort to attend staff development training and other career enhancement seminars, which are periodically offered by the hospital, Department of Human Service, other Governmental agencies or private institutions via ART. Maintains an awareness of the hospital and maintenance department's regulations regarding confidentially of information, as it pertains to employees, clients or dissemination of general information in the course of performance in this position. Obtains & Maintains CPR certification & utilizes skills as necessary. ESSENTIAL JOB FUNCTIONS: The essential functions that this employee performs are a wide variety of secretarial, administrative, and clerical duties for the Maintenance Department at Wernersville State Hospital. 1. Functions independently with minimal supervision in performing complex clerical/administrative responsibilities by exercising independent judgment and decision making. 2. Types, proofreads, reproduces, sorts, distributes, and files documents, reports, and memos. 3. Operates computers, typewriter, FAX machine, copier, calculator to input, prepare and composes administrative documents and reports. 4. Converses on telephone/radio to receive and disseminate work requirements. 5. Maintains an assortment of Departmental records, files and essential documents. 6. Clerical support for Managers and Supervisors within the Table of Organization. 7. Prepares, processes, opens, and sorts outgoing and incoming mail and distribution of all documents. 8. Communicates and coordinates information effectively to all levels of hospital staff, regulatory agencies and public identities. 9. Uses SAP/ESS, SRM and Mapper and Access Data Base Systems efficiently. 10. Exercises discretion in the disclosure of sensitive/confidential information. 11. Essential employees are subject to after hour call-ins when necessary. 12. Read, writes and communicates orally in English. |
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. This person must be readily available and makes immediate independent decisions to determine the maintenance shop/staff that is needed for hospital emergency requests at hand, and dispatch the proper maintenance personnel in a timely manner. Independent decision making is also needed in placing orders for shop and office supplies and also concerning the process to be followed and action to be taken regarding collecting and maintaining up-to-date records and filing reports in a timely manner to designated outside agencies in order to adhere to Division of Property & Facility Management and DHS Environment of Care Patient Safety requirements. |
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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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