Commonwealth of Pennsylvania

POSITION DESCRIPTION FOR JOB POSTING

Position Number:  00213196

Description Activated On:  6/4/2026 8:17:30 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 provides clerical and office support within an assigned department for the Department of Corrections (DOC) State Correctional Institution (SCI) SMR.

This position supervises all Clerical Assistant (CA) 2s and one Clerical Assistant 3 within SCI SMR and may supervise and/or participate in its subordinate’s work assignments.

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.

Performs the full range of supervisory duties over subordinate clerical staff. Manages, reviews, and tracks work assignments to ensure timely and accurate completion. Establishes work plans and goals. Provides new employee orientation and provides job training and support. Reviews, monitors, and approves/disapproves leave requests. Participates in the interviewing and selection process of subordinate clerical staff.

Answers, makes, and directs phone calls. Records and distributes messages. Operates institutional switchboard. Responds to general inquiries, and reviews files to respond to basic information requests. Receives, sorts and distributes incoming mail. Prepares and sends outgoing mailings and packages.
Types documents and correspondence. Reviews documents and correspondence for grammar, numerical, and spelling errors. Makes any necessary corrections and completes distribution. Submits all documents, reports, correspondence, etc. in a timely manner.
Schedules, organizes, and coordinates appointments, meetings, and videoconferences. Takes and distributes meeting minutes if necessary.

Maintains accurate filing systems and end of year archiving in accordance with retention of records. Updates and maintains databases, reports, spreadsheets, and queries.
Performs all other duties as assigned including but not limited to: photocopying, scanning, and faxing; sending and organizing emails; and keeping office area neat and tidy.

Perform all other job-related duties as assigned.

1. Supervise and evaluate the work of subordinate staff
2. Effectively communicate verbally and in writing
3. Perform basic mathematical computations
4. Review and interpret information
5. Operate basic office equipment
6. Perform repetitive motions
7. Maintain regular and reliable attendance
8. Establish and maintain effective working relationships
9. Attend and participate in all mandatory training and/or testing
10. Work overtime in compliance with provisions of the Collective Bargaining Agreement
11. Travel as required
12. Be mobile over all types of physical surfaces and levels (in an institutional setting)
13. Be visually observant of environment (in an institutional setting)
14. 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.

Provide guidance to employees under supervision to assist in their job performance and when problems arise.

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:



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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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