|
Commonwealth of Pennsylvania |
|
|
POSITION DESCRIPTION FOR JOB POSTING |
|
|
Position Number: 00285280 |
Description Activated On: 5/21/2026 3:42:50 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 role provides clerical support within the Disaster Recovery Support Services Office (DRSSO), serving as the primary support for the National Flood Insurance Program (NFIP). The position also includes participation in emergency assignments during disaster events. Travel and field duty may be required. |
|
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. Prepares correspondence, reports, and other documents, including revisions as needed. Prepares and updates spreadsheets. Reviews applicant files and forms to ensure completeness and fiscal accuracy. Operates office equipment including computer, calculator, copier/scanner, facsimile, and telephone. Maintains filing systems and ensures activity logs and records are kept current. Reviews, logs, and distributes incoming correspondence as appropriate. Prepares outgoing correspondence via email, regular mail, and certified mail. Maintains and updates correspondence logs and tracking systems as required. Proofreads a variety of materials against drafts to ensure accuracy in format, grammar, spelling, completeness, and consistency in accordance with agency standards. Answers and screens telephone calls; receives and directs visitors to appropriate staff within the Recovery office. Prepares travel documents; coordinates travel and hotel arrangements, itineraries, work schedules, and staff appointments. Schedules meetings and reserves conference rooms for Recovery staff. Assists in the preparation of monthly, quarterly, and annual reports on Recovery activities. Provides administrative support to the Deputy Director and Program Directors within Recovery. Provides primary administrative support for the National Flood Insurance Program (NFIP), including coordination of outreach activities, training, workshops, audits, Community Assistance Visits (CAVs), Community Assistance Contacts (CACs), and related community engagement initiatives. Assists with coordinating outreach and training logistics, including venue acquisition, scheduling, and participant communications. Prepares, distributes, and maintains monthly outreach and training communications, including email announcements, notices, and distribution lists. Prints, digitizes, organizes, and maintains outreach and training materials, presentations, attendance records, and related program documentation. Maintains and updates community contact lists, stakeholder databases, and program tracking systems related to NFIP outreach and training. Provides liaison and coordination support between community officials, external partners, community members, and Recovery staff regarding NFIP-related inquiries and matters. Tracks, routes, and responds to incoming community inquiries, ensuring appropriate follow-up by program staff. Serves as Timekeeper for Recovery staff. Maintains and updates clerical desktop manuals as required. Attend conferences and training sessions sponsored by Federal and State government agencies. Performs scheduled duties at the building reception desk as required. Responsible for completing mandatory FEMA Independent Study Courses as requested: IS-100 Introduction to ICS IS-700 Introduction to NIMS IS-800 National Response Framework IS 2200 – Basic EOC Functions (online) Performs other related duties as assigned NOTATION OF SCHEDULE: Employee may be required to work 12-hour shifts. Employees may have their work schedules changed to five consecutive days within a seven-day period based on customer/assignment needs. Employee’s work hours may be modified based on customer/assignment needs. Except for emergencies, changes to schedules and work hours will be provided at least two weeks in advance. EMERGENCY ASSIGNMENT This employee is an Essential Worker. Provides clerical support in the Joint Field Office (JFO) located in a designated disaster area. Performs tasks to be assigned during periods of emergencies. Such tasks may differ from normal day-to-day routine. These emergency assignments are, at times, received with little or no advance notice and may last for any period of time ranging from a few hours to several weeks or more, depending on the nature of the circumstance. The emergency assignments are sometimes performed under adverse (less than favorable) conditions and may require travel to a disaster site for short or extended periods of time. This position performs operational assignments as required during actual emergencies. Position may serve in the Commonwealth Response Coordination Center and must be available to work outside of the normal work hours, to include weekends and overnights, when activated. |
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. Employee is aware of on-going workload requirements and performance objectives and independently sets priorities and uses judgment in order to meet established deadlines in the course of effective performance. Position responsibilities and duties are carried out in accordance with established Commonwealth and Agency policies, practices, and procedures. Evaluation of work performance is based on supervisor's continuing review and periodic conferences. |
||||||||||||||||||||
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. N/A 5. N/A 6. N/A |
||||||||||||||||||||
Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
|