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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 50254182 |
Description Activated On: 6/29/2026 10:29:29 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, in the Bureau of Immunizations’ Division of Vaccine Operations, supports the organization’s mission of achieving maximum immunization coverage in order to eliminate the occurrence of vaccine preventable diseases in Pennsylvania through its complex clerical work to support the Immunizations and Vaccines for Children Program (VFC) grant. |
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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. 1. Assistance with immunization phone calls: Including assisting answering questions regarding enrollment policies and procedures for the VFC program, order related questions, or forward to the proper staff member within the division. 2. Communicate with enrolled physicians, District and County/Municipal Health Department Immunization staff, professional medical organizations, the general public and others to facilitate vaccine ordering, respond to routine inquiries, generate updates, and provide general technical assistance for compliance with the VFC Program. 3. Assis with provider’s expired/wasted vaccine in the PIERS database for vaccine accountability and generating a request for vaccine return shipping label for returning vaccines for federal excise tax credit. 4. Assist providers with entering their data loggers into PIERS and updating them when they are expired or expiring. 5. Assist providers with updating staff request in PIERS and approving the request when completed. 6. Utilize the Vaccine Tracking System (VTrckS), PEAR and PIERS system for data entry to assist maintaining demographic information, and provider profile information to ensure provider compliance with program requirements. This includes assisting with reenrollment provider updates. 7. Assist with processing vaccine orders in the PIERS system based on reviewing the provider profile. Responsible for checking vaccine orders for appropriateness, processing those orders and ensuring vaccine orders are processed and delivered in the most efficient and expeditious manner. 8. Provide input in the development of provider enrollment forms, provider profiles, temperature logs, and other documents used in the VFC Program. 9. Assist in the development and compilation of Program Standard Operating Procedures, Provider handbooks, newsletters and general mailings, federal immunization grant and related reports, standards, procedures, and other forms as needed for program compliance. 10. Assist with the lean movement of purging/organizing files/office supplies in the main Harrisburg office as needed. 11. Perform general clerical duties such as: typing emails, letters, memos, reports, labels, envelopes, and other correspondence to support the program. 12. Assist in providing training and guidance to new employees to share knowledge. 13. Present ideas, procedures, and instructions in a clear, logical manner both verbally and in writing using Microsoft Office and excel to ensure program compliance. 14. Perform all other related work and job duties, as assigned. This position may be given an assignment to support the public health emergency response mission of the Department of Health. Emergency assignments could at times be received with little or no advance notice, and may continue for any period of time – ranging from a few hours to several weeks, depending upon the nature of the circumstance. The emergency assignments may at times be performed under adverse conditions and may require travel to another site other than the employee’s assigned headquarters for periods of time. |
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. This position does not supervise, manage, or serve as lead worker. Decision making occurs following careful interpretation, analysis, and diagnosis. Employee is responsible to find information to develop solutions or approaches and sometimes involves addressing new or unique issues or problems that have not been previously addressed. Clerical Supervisor periodically reviews ongoing work progress and results of some assignments. New assignments are performed independently based on knowledge of standards and procedures. The position provides technical or administrative services and coordinates activities with others inside and outside of its work unit. |
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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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