|
Commonwealth of Pennsylvania |
|
|
POSITION DESCRIPTION FOR JOB POSTING |
|
|
Position Number: 50278695 |
Description Activated On: 5/29/2026 8:50:08 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. Performs a variety of complex clerical and administrative duties to support the Bureau of WIC’s daily operations. Work involves preparing correspondence and reports, maintaining and updating administrative documents, coordinating communications, processing mail, and providing general support to Bureau staff and leadership. Tasks require accuracy, confidentiality, and sound judgment in managing time-sensitive and detailed assignments. |
|
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. Clerical and Administrative Support Prepares, types, and edits correspondence, reports, forms, and other materials for Bureau staff. Reviews and proofreads documents for accuracy, completeness, and compliance with Department formatting standards. Maintains organized filing systems for correspondence, program documentation, and administrative records. Opens, reviews, and distributes incoming mail and email, routing assignments to appropriate staff. Schedules meetings, prepares materials, and assists with document compilation as requested. Operates office equipment such as computers, copiers, and scanners; maintains office supplies. Answers Bureau telephones, screens calls, assists visitors, and provides information in accordance with WIC policy and procedure. 2. Document and Process Management Assists with the review, formatting, and updates of Administrative Standard Operating Procedures (SOPs) and other internal process documents. Maintains and updates Point of Contact (POC) documents and related reference materials to ensure staff access to current contact and communication information. Formats and prepares materials such as forms, pamphlets, or informational packets for Bureau distribution. Supports the Administrative Officer and Bureau leadership in maintaining consistent document control and version tracking. 3. WIC Dietetic Internship (DI) Program Support Provides clerical and administrative support for the WIC Dietetic Internship Program, including receipt and organization of applications. Assists with correspondence, scheduling, and preparation of materials for the DI selection and review process. Prepares program communications, graduation correspondence, and updates to public-facing DI forms or information. 4. Mail and General Bureau Support Prepares certified and overnight mailings, tracks deliveries, and initiates tracers when needed. Coordinates bulk mailings to WIC local agencies, vendors, or other stakeholders. Assists with general office projects and provides support to the Administrative Officer and Clerical Assistant 3 as needed. 5. Public Health Emergency Response Supports the Department’s public health emergency response mission through assigned duties. May be required to work under emergency conditions or at alternate locations for extended periods depending on the situation. Other related duties, 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. Work is assigned through general instruction and reviewed for accuracy and completeness. The position prioritizes daily workload, manages the flow of documents and correspondence, and routes materials appropriately. Unusual or policy-level matters are referred to the Administrative Officer or Bureau leadership for direction. |
||||||||||||||||||||
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: Equivalent to at least one year of experience in clerical and typing work. Knowledge of office practices and procedures, including business correspondence, filing and the operation of various kinds of office equipment; basic fiscal recordkeeping practices and procedures, correct English usage, grammar, spelling, punctuation and vocabulary; oral and written communication skills, interpersonal skills using tact, patience and courtesy; receptionist and telephone techniques and etiquette. Licenses, registrations, or certifications: 1. N/A 2. N/A 3. N/A 4. 5. 6. |
||||||||||||||||||||
Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
|