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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00291894 |
Description Activated On: 4/17/2026 10:13:58 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. This position is assigned to the staff of the Director, Bureau of Emergency and Special Operations, and provides clerical support to the Bureau Director; the Director, Special Services Division; and the Director, Tactical Operations Division, in order to ensure the smooth and effective flow of work between Department/Bureau Headquarters and the office locations outside of Bureau Headquarters. (Aviation Patrol Units, Canine Units, HDES West, SERT East/West, Tactical Mounted Section, and the ESS East/West Offices) |
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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. 30% Prepares, types, and processes various correspondences, reports, and Circulars. Proofreads various documents to ensure they are completed in a grammatically correct manner and consistent with Department regulations. Scans and e-mails documents to the other Units/Sections as directed. Maintains inventory records, completes surplus reports, and conducts the annual inventory for Bureau Headquarters. Submits monthly PSP Communicator articles. Types/Processes Out-Service Training Authorization Requests, Out-of-State Travel Exception Requests, and other forms related to training/travel. Acts as the Bureau Travel Arranger. Assists Bureau personnel with Travel Expense Reports and travel-related questions. 25% Ensures all Work Orders and Repair Authorization Requests (RARs) are submitted via the AssetWorks FleetFocus M5. Checks the Dashboard daily for RAR approvals and notifies the appropriate supervisor as soon as approvals/disapprovals are received. Seeks emergency approval from the Transportation Division immediately after being notified of the request. Reviews all invoices for accuracy prior to forwarding for payment. Ensures all invoices are in accordance with OM 7-10, Automotive Transportation and OM 7-17, Staff Services, including appropriate discounts are received and approved vendors are used. Maintains records on vehicle repairs and maintenance, reviews invoices and answers questions, handles vehicle registrations, and advises members of fleet changeover dates per the M5. Enters monthly mileage and reviews entries from the Divisions. 15% CLEAN representative for the Bureau. Prepares and receives CLEAN messages. 10% Orders expendable supplies from Central Supply and WB Mason for Bureau Headquarters and Units/Sections located outside of Bureau Headquarters. Purchases supplies and services with the Bureau’s purchasing card. 5% Receives and greets visitors. Handles incoming calls and directs same to appropriate individual. Responsible for accurately recording telephone messages and responding to inquiries from the public, outside agencies, and other Bureaus and Troops. Accepts deliveries from UPS, FedEx, etc. Operates and assists Bureau personnel in the use of various office equipment such as a personal computer, copying machine, scanner, and facsimile machine. 5% Maintains, updates, and purges various files in numerical, alphabetical, or subject order. Maintains Bureau reference libraries by filing new and purging obsolete directives. Copies, distributes, and posts documents according to Department Regulations. 5% Processes incoming and outgoing mail and ensures mail is distributed to the Bureau’s units, sections, and personnel that are located at various sites throughout the state. 5% Performs other related duties and any other tasks assigned by the Administrative Officer or other higher authority as required. |
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. When I am given assignments with no specific deadline or special instructions noted, I review the work, prioritize it, and complete it in accordance with established standards and directions. |
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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. Commonwealth Law Enforcement Assistance Network (CLEAN) Certificate 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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