|
Commonwealth of Pennsylvania |
|
|
POSITION DESCRIPTION FOR JOB POSTING |
|
|
Position Number: 00208234 |
Description Activated On: 2/6/2026 11:47:39 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. Operates the institutional switchboard and provides clerical and office support within the facility to ensure its operations 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. 25% Switchboard operator answers, makes, and directs phone calls. Records and distributes messages. Responds to general inquiries, and reviews files to respond to basic information requests. 20% Types documents and correspondence via a computer, using Word and Excel. Will be required to take meeting minutes of sensitive, sometimes, confidential material relating to disruptive inmate groups, employee evaluations, employee discipline, performance objectives, job descriptions, inmate and/or staff investigations, union meeting minutes, grievance responses, type letters to other institutions, outside agencies, private citizens, etc. Prepares Social Security applications, minor visit requests, grievance correspondence, daily moves, visitation reports, staffing packets and informal resolutions. Reviews documents and correspondence for grammar, numerical, and spelling errors. Submits all documents, reports, correspondence, etc. in a timely manner. 20% Maintains accurate filing systems and end of the month/year archiving in accordance with record retention policies. Updates and maintains databases, report spreadsheets, staffing packets and queries. Organization through Excel spreadsheets and other office programs. 10% Performs timekeeping duties in SAP system, enters correct schedules, audits punch reports and completes necessary transactions in accordance with applicable processes and procedures for employees covered by the various unions. 10% Compiles records of office activities, and coordinates workflow to ensure the office runs smoothly. Checks and enters data pertinent to respective office duties. Monitors and orders inventory of office supplies. Maintains, complies and tracks any reports. Places housing unit orders, business office orders, lobby officer orders, and HR orders. Enters APRs as needed and collects quotes for submission of APR orders. 15% Performs other related duties as assigned including but not limited to: photocopying, scanning and faxing; send and organizing emails. Willingness to accept new assignments to maintain harmonious working relationships and function according to standard work practices conducted within the facility which will include procedures for the operation of the facility. May complete other duties in the absence of others in surrounding departments. Essential 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. Work overtime in compliance with provisions of the Collective Bargaining Agreement 9. Travel as required 10. Be mobile over all types of physical surfaces and levels (in an institutional setting) 11. Be visually observant of environment (in an institutional setting) 12. 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. Routine work is completed independently, with periodic review by the supervisor as necessary. Changes in operational standards, procedures, and work policies are discussed in detail with the supervisor. |
||||||||||||||||||||
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. |
||||||||||||||||||||
Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
|