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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00251002 |
Description Activated On: 3/4/2026 8:20:20 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. The incumbent provides clerical support for the Bureau of Records and Identifcation's Administrative Offices and assists specifically with tasks associated with the Operational Records Division. |
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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. 40% The incumbent serves as a timekeeper for the Bureau. Maintains an online record of personnel on leave without pay status, which includes updating, deleting, and maintaining the most up-to-date, pertinent information concerning leave. The incumbent must ensure complete accuracy and accountability of leave status. Codes Time and Attendance Records (CATS) biweekly for the Operational Records Division personnel through SAP. The incumbent is required to have a complete understanding of paid leave, leaves without pay, shift differential, overtime, and higher-class activity pay. Incumbent monitors leave abuse. Incumbent reviews SAP reports to monitor sick leave and alerts supervisors with recommendation of sick leave restrictions based upon analysis of sick leave usage. Processes payroll-related transactions through SAP. Provides correspondence and instruction concerning ESS changes/problems when needed. Prepares the Tentative Leave Schedule for the Operational Records Division. 25% Processes and reconciles the Operational Records Division Purchasing Card Account. Orders supplies for the Operational Records Division through W.B. Mason. Directs assigned personnel from each Section on the preparation for ordering supplies on an Agency Requisition. This process includes placement of orders; payment with Purchasing Card; and designates delivery for pick up, checking, and storing supplies. Monitors the amount and frequency of supplies ordered monthly. Liaison to the Bureau of Staff Services, Procurement and Supply Division for R&I. Processes general invoices and receipts for Bureau personnel through the Bureau of Staff Services. Creates Operational Records Division ordering schedule and processes Bureau supply orders through Central Supply via computer. 10% Prepares Personnel Action requests (PAR) for vacancies, new hires, promotions, tranfers, reclassifications, working out of class pay, and supervisory changes. 10% Serves as receptionist and answers telephone calls for the Bureau; directing callers to the proper area both within the Bureau and Department. 5% Processes incoming mail by opening, sorting, and distributing it to the appropriate work areas. Assists with preparation outgoing mailings. 5% Maintains Operational Records Division personnel and subject files in accordance with the established Department regulations. 5% 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. Incumbent monitors reports created in SAP to ensure payroll entries are correct for processing. Decides what items to purchase with the Operational Records Division P-Card. Must identify inquiries from the public and direct them to the correct work area for appropriate handling. |
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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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