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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00248716 |
Description Activated On: 9/11/2026 11:30:19 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. Provides confidential clerical support to the District Executive and Employee Relations staff by helping manage office operations, correspondence, scheduling, meeting preparation and secure handling of employee relations documentation. Serves as backup to the Administrative Assistant. |
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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. Maintains strict confidentiality in all aspects of employee relations work, ensuring sensitive information, case details, and personnel records are handled securely and shared only with authorized individuals. Assists the Employee Relations Analyst by drafting, editing, and preparing pre disciplinary notices, outcome letters, and other correspondence related to employee relations matters while maintaining strict confidentiality. Retrieves documentation and information needed for grievance processing, including organizing materials for pre grievance settlement packets, first step grievance packets, and timelines for cases presented at the Western Joint Area Committee (WJAC) and State Committee. Assists with preparing, organizing, and maintaining complete case packets and supporting documentation for committee reviews, ensuring accuracy, consistency, and timely submission. Updates case information, actions, and outcomes in the State Employee Relations Tracking System (SERTS) and ensures all related materials are uploaded appropriately to the Electronic Official Personnel File (E OPF). Attends and takes accurate, detailed minutes for pre disciplinary meetings ensuring documentation reflects discussions, timelines, and follow up items. Tracks ongoing grievances, Article 43 contract matters, and meeting schedules, ensuring deadlines are monitored and internal stakeholders are informed. Maintains organized electronic and physical files related to employee relations cases, grievance materials, settlement agreements, and committee submissions. Provides confidential administrative support to the Employee Relations Analyst, including scheduling, document preparation, file management, and assisting with special projects as assigned. Helps proofread, prepare, and format correspondence, reports, and meeting minutes using Microsoft Word and Excel while maintaining strict confidentiality. Serves as backup administrative support to the administrative Assistant, performing routine office coordination, correspondence preparation, and meeting organization for the District Executive’s office when coverage is needed. Assists the Administrative Assistant with the coordination of the SECA program for the District. Performs related duties as assigned. Workforce and Succession Planning: Take an active role in succession planning by completing a Career Development Plan in collaboration with the supervisor. In conjunction with the supervisor, participate in knowledge management/transfer by identifying key aspects of the job and sharing explicit and tacit program/technical knowledge with other employees. Fair Labor Standards Act (FLSA): Unless directed otherwise by your supervisor or manager, comply with stated work hours for the 7.5/8.0 hour day. Safety: 1. Assess your environment and be responsible for your safety, the safety of co-workers, and the public. 2. Attend required safety training and adhered to the requirements of all safety manuals, policies, and laws. 3. Immediately report to your supervisor any incident, unsafe practice, or near miss. 4. When in an enclosed environment (office buildings, confined spaces, flagger stations, equipment pinch points, etc.), know your evacuation process and escape route, your communication protocols, and appropriately react in the event of an incident. Succession Planning: Take an active role in succession planning by completing a Career Development Plan in collaboration with the supervisor. In conjunction with the supervisor, participate in knowledge management/transfer by identifying key aspects of the job and sharing explicit and tacit program/technical knowledge with other employees. Fair Labor standards Act: Unless directed otherwise by your supervisor or manager, comply with stated work hours for the 7.5/8.0 hour day. |
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 assignments are performed independently. Changes in operation standards, procedures, and work polices are discussed with 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: N/A Licenses, registrations, or certifications: 1. Class C Driver's License 2. N/A 3. N/A 4. N/A 5. N/A 6. N/A |
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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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