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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00310533 |
Description Activated On: 7/19/2025 11:22:28 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 individual occupying this position will perform a wide variety of clerical responsibilities all contributing to the successful function of the Farm Show, Show Management Office. |
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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. Responsible for understanding and interpreting Federal animal identification and health laws and applying them to all state sponsored shows. Process Radio Frequency Identification Device (RFID) tags as orders come into the office from Extension Educators and Ag Ed Instructors for Farm Show Junior Livestock Show. Establish, maintain and modify tag ordering system. Track tags record the order and then process the RFID tags for the Farm Show market animal entries. Create reports to be used during the Farm Show. Responsible for responding to customer inquiries via mail, telephone, face-to-face interaction, mail, or electronic correspondences. Provide accurate details, interpret, explain and apply rules/policies in person, by telephone, and by email. Responsible to work front desk when required. Be thoroughly knowledgeable in the published entry rules and show procedures. Evaluate the policies and initiate any procedural changes and improvements to the data processing system. Design and produce the necessary forms to facilitate the entry and late entry processes. Proficient in entering and registering entries for state sponsored shows. Responsible for communicating errors & assisting with correction of registration completed by exhibitors online. Evaluate and validate the exhibitor winnings from maintaining and gathering reports in the show computer system. Verify total winnings (premiums) offered and paid for the shows each year. Responsible for working independently to research, identify, and resolve general complex and show discrepancies. Prepare ribbons and awards for each show department. Audit ribbon inventory and determine order for following year. Evaluate and update judge bios. Make travel arrangements and reservations for judges, committee members, and volunteers. Responsible for updating documents, spreadsheets, databases, and use of email functions daily. Act as ambassador of the Show Management Office by fostering good working relationships with fellow staff members, exhibitors, show promoters and the general public. Responsible for detailing each show with promoters. Evaluate checklists, determine and review issues and missing items. Enter details and data collected from the Security and Maintenance checklists. Follow up with promoters and exhibitors to seek clarification and missing paperwork to determine actions by staff Answer the telephone and respond to general inquiries about the Complex and the schedule of events. Verify Complex weekly finance transmittals and update cash receipt document. Audit/reconcile monthly cash, check and credit card revenue reports. Responsible for bending, grasping, pulling, twisting & lifting objects up to 50 lbs. Responsible for understanding and abiding by Commonwealth Confidentiality, Workplace Expectations, Inclement Weather and other Bureau policies and memos. Responsible for meeting and maintaining performance expectations monthly and annually as directed by supervisory staff. Responsible for treating each customer with respect and dignity. Listening to customers concerns and providing responses in a polite, courteous, and professional manner. Provide positive responses to customers when recovering from miscommunications or errors and striving to exceed customers’ expectations at every opportunity. Responsible for communicating with co-workers and supervisory staff to ensure smooth operation of tasks and customer transactions. Responsible for meeting mandatory overtime expectations. Responsible for following office call-off procedures, submission of sick leave or other pre-approved leave by Human Resources upon return to work. Employee is responsible for monitoring their leave usage and balance annually. Responsible for working at a temporary alternate location in the Harrisburg area with proper notification. Responsible for completing 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. Duties and responsibilities are performed independently of daily supervision. Independent judgment & initiative while performing the application of responsibilities to the successful outcome of the job duties is required. Non-routine questions requiring an advanced degree of independent judgment shall be discussed with the Supervisor prior to action. Self-initiative and independent judgment must be displayed to complete daily routine and non-routine assignments, such as entering show entries, completing mailing lists and inputting show results. Evaluations are completed according to Commonwealth Policy. |
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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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