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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00194623 |
Description Activated On: 11/14/2025 3:51:08 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 is responsible and confidential administrative and clerical support to the Commandant of the Gino Merli Veterans Center. Work is performed with considerable independence and confidentiality; discretion, accuracy and individual initiative is required. |
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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. 30% Manage the Commandant’s schedule and office workflow processes by organizing daily, weekly and monthly activities. This includes scheduling the Commandant’s calendar, the review and prioritization of work assignments and informing the Commandant of calendar activities daily. Make all travel arrangements and reimbursement requests, including airline, automobile, hotel and conference reservations for both in-state and out-of-state travel. Coordinate and oversee all aspects of meetings for the Commandant including synchronizing calendars, reserving conference/meeting rooms, sending out meeting notifications and confirming attendance. Sound judgment must be exercised in the scheduling of meetings, especially in determining which meetings are of greatest importance when conflicting meetings are requested. Requisition and inventory equipment and supplies for the Commandant’s office. Independently determine what supplies are needed and when to prepare requisitions based on office needs. Maintain a library of reference materials, including manuals, administrative circulars and Management Directives. Maintains knowledge of these administrative policies, procedures and processes and aids the Commandant and other Home staff regarding their interpretation and application. Ensure the timely completion of Employee Performance Reviews for the Commandant in accordance with agency procedures. Responsible for ensuring that nursing reports, incident reports, security reports and/or other facility reports or information requests required by the Commandant and/or central office are submitted to the Commandant’s office in a timely fashion. Review and denote points of interest/importance in these reports/requests for the Commandant’s attention and examination. 20% Responsible for all correspondence flowing into and out of the Commandant’s office and for ensuring that inquiries are answered in a timely and appropriate manner; highlight urgent or priority correspondence and issues. Respond to written and verbal inquiries (that do not require the Commandant’s personal attention) from residents, agencies, families, the public, etc. Receive all incoming telephone calls for the Commandant, including calls from regulatory agencies, resident’s families, members of the General Assembly or their delegates, Veteran Service Organization executives and central office executive staff. Prepare and submit news releases with DMVA Press Office and Commandant review and approval. Monitor newspaper and other news media for any issues that relate to the Home and notifies the Commandant of issues that may have a negative impact on the Home’s public relations image. 20% Complete and submit paperwork for permits/licensure required for the Home and ensure that employee professional licensures and/or certifications are current. Develop, prepare and submit articles for the Home’s newsletter. Perform general clerical duties including typing, meeting minutes, proofreading, photocopying, faxing, etc. Prepare various documents such as “Show Cause Orders" and "Administrative Discharge Letters" ensuring confidentiality. Type confidential personnel disciplinary packet information as necessary. Provide administrative support to staff in the Home, including but not limited to the Deputy Commandant and Quality Assurance Coordinator and Specialist and PC Home Administrator. 10% Serve as liaison with the Advisory Council. Research and compose the Commandant’s report to the Council and assist in the development of the agenda. Arrange for guest speakers and coordinate all logistical activities in preparation for the meeting; serve as recording secretary, preparing and distributing meeting minutes. Monitor appointments/terms of Council members and coordinate the appointment process to fill vacant positions. Maintain the SVH Hall of Fame by creating biographies of a nominee, sending a letter for approval of a nominee along with the biography and application. Plan the ceremony to officially honor the inductees. A program is typed and copied including the biography. A portrait frame is ordered along with the Hall of Fame plaque. Invitations are copied and mailed to family members and Advisory Council members. 10% Complete the DHS Exclusionary reports. Assemble reports for Department of Health (DOH), Veterans Administration and Department of Public Welfare Surveys. Follow-up with accountable staff as necessary to ensure timely, accurate and complete submission. Enter DOH responses and Plan of Correction into the DOH Website. 5% Ensure compliance with HIPPA in the maintenance of Confidential Residents Files. Serve as Records Manager for the Home by coordinating with department officials to ensure all records are filed, stored, retained and disposed of according to established policies and procedures, and the Retention and Disposition schedule. Update and maintain the Home's records inventory list and the Retention and Disposition schedule, and act as primary liaison between the Home and the Records Coordinator at Headquarters for all records retention and disposition related information. 5% Oversee the SECA campaign for the home. Serve as the employee recognition awards coordinator for the Home on behalf of the Commandant. Coordinate and conduct award committee meetings and oversee award selection process. Other standards: Maintain positive, constructive working relationships with co-workers; remain aware of the needs and sensitivities of others. Conduct job duties in compliance with established BVH and SVH policies, guidelines, and procedures. Maintain and improve job skills and competencies by participating in and attending staff training programs in order to improve the quality of resident care. Maintains and advances knowledge and skills in the area of nursing and infection prevention and control. Performs work in accordance with the DMVA general safety rules. Immediately reports all workplace injuries or accidents to the supervisor; and/or immediately corrects any safety hazards in the work area or reports same to the supervisor. Attends all assigned QAPI training. Follows established policies and procedures in support of QAPI efforts. Supports QAPI efforts both verbally and non-verbally, including adjusting performance and practice in accordance with QAPI initiatives and findings. Follows standard precautions. Uses required PPE such as gloves, masks, gowns, goggles, face shield, hearing protection, foot protection, etc. Performs other related work duties as required. **percentages are based on approximate time of day-to-day activities, not responsibility. |
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. The incumbent maintains the absolute confidentiality of all information. This position makes decisions within the scope of experience and training. The incumbent manages own work time and prioritizes workload but may receive and seek direction from the Commandant. |
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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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