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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00202185 |
Description Activated On: 12/17/2025 3:24:36 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 located in the DHS, Office of Long-Term Living (OLTL) and reports directly to the Administrative Officer. This position serves as the Human Resources clerical support staff. |
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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. 1. Maintains and keeps current all OLTL organizational charts. 2. Assists the Administrative Officer by performing a variety of confidential administrative and clerical duties related to the administration of OLTL’s Human Resource related issues, policies and procedures. 3. Tracks, maintains, compiles, and reviews for accuracy and completeness EPRs. Uploads EPRs in appropriate folders and notifies supervisors when EPRs are due. 4. Assists the Administrative Officer in submission of ePARs. 5. Assists in the coordination of all personnel actions for the OLTL. Actions consist of, but not limited to, submission of vacancy requisitions through NeoGov, appointment/promotion packets and rule of three determinations. 6. Provides administrative support to the Administrative Officer in contacting candidates to establish an interview date/time, send candidate a confirmation email, greet candidates and provide them with any necessary forms for review, and escort candidates to interviews. 7. Maintains all staff personnel files and new hire packets following DHS and Commonwealth retention policies. 8. Collects, processes, and maintains all New Hire Forms for all state and contract staff. 9. Assists the Administrative Officer for OLTL leased facilities and provides facilities support working in conjunction with the DGS building manager in Forum Place and with the DHS leasing office. This includes issues and problems including but not limited to HVAC, electrical issues, structural issues, standard maintenance, reconfigurations, modifications, renovations, emergencies, etc. 10. Serves as the office Support Services Liaison. Maintains master parking list to assure we do not assign more than our allotted spaces, coordinates scheduling of photo ID’s and requests parking/building access for all OLTL employees. 11. Incumbent monitors the master supply area. Maintains and uses the Commonwealth P-card for the OLTL, rectifies bills and corrects any discrepancies with the vendor. Maintains all purchasing invoices/packing slips as required. Provides required documentation to the Comptroller's Office when notified of an audit on the p-card. Coordinates procurement for special envelopes. 12. Handles certified mail and UPS mailings as needed. 13. Serves as the back up to the front desk receptionist for the receptionists breaks, lunches, and out of office times. 14. Serves as the back up to the front desk receptionist for distributing incoming mail twice daily. 15. Acts as the Timekeeper for the OLTL and ensures proper policies and procedures are adhered to and completed. Prepares time and attendance records, including overtime and out-of-class pay. Runs reports, answers questions from supervisors/employees regarding leave balances, corrects errors, and makes changes to work schedules. Consults Time Advisor to resolve time and attendance issues. 16. Responds to timekeeping audits by researching and gathering data needed for audit responses, drafting responses to audit findings, etc. 17. Provides assistance and support to the Chief of Staff with special projects. 18. Coordinates the Chief of Staff’s calendar; confirms and cancels appointments and meetings; prioritizes appointments and assigns other Executive Staff to attend meetings of lesser priority to represent the OLTL’s interest; and ensures that the Chief of Staff has relevant material prior to meetings. 19. Types various forms of correspondence such as letters, memoranda, reports, itineraries, agenda, calendars and forms. 20. Ensures all office equipment is maintained and serviced promptly by scheduling service calls and payment for service. 21. Assists the Administrative Officer on managing contracts for all multi-function devices and processes recommendations as leases expire. Assists in submitting information for RFQs and select a vendor from all bidders working closely with BIS staff. 22. Assists OLTL’s in-house IT support staff in troubleshooting problems brought to their attention for both State and Contract staff regarding pc’s, printers or other equipment and determines if a ticket should be entered into the Service Now system. Incumbent inputs the ticket and creates and maintains a log to track all service requests. 23. Assists OLTL’s in-house IT support staff in collecting, tracking, and maintaining inventory documents for all equipment and devices. 24. Serves as Telecommunications Officer for OLTL, handling all desktop and wireless devices and preparing the STD 522s for all change requests. 25. Assists the Administrative Officer with the statewide staffing contracts. This includes carrying out all functions involved in processing requisitions for posting positions to onboarding the selected contractor. 26. Assists the Administrative Officer in maintaining records and files on staffing contract actions, including data needed to maintain oversight and a historical perspective of the OLTL’s use of staffing contracts. This includes but is not limited to maintaining lists of current and former contract staff and work locations, tracking contract staff turnover. 27. Processes and monitors contract staff hiring and separations. Submits contract staffing requests via the staffing portal as vacancies occur. Coordinates with the Bureau of Finance to see that necessary procurement processes are complete prior to authorizing a start date for contract personnel. 28. Processes Business Contractor Assignment and Separation Forms to OA for all contract hires and terminations. 29. Assists the AO in the Emergency Evacuation Management. 30. Maintains open line of communication and ensures follow-through with status updates. 31. Creates and updates an instructional manual for duties performed. 32. Tracks, maintains, and reminds supervisors about information regarding probationary EPRs. Completes ePARs and submits requests for end of probation period for new hires. 33. Creates monthly new employee newsletters to distribute to OLTL staff. 34. Maintains and updates personnel files in SharePoint. 35. Performs other related 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. The employee makes decisions regarding appropriateness of clerical process and information to be processed. Complex work is performed with considerable independence and little review; however, changes in operational standards, procedures and work policies are discussed in detail with the supervisor prior to implementation. |
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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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