|
Commonwealth of Pennsylvania |
|
|
POSITION DESCRIPTION FOR JOB POSTING |
|
|
Position Number: 50358928 |
Description Activated On: 12/22/2025 11:38:43 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 tasks functions which require: the utilization of various computer software programs; budget knowledge and auditing; purchasing procedure skills; time keeping; typing skills; coordination of the regional municipal emergency management coordinator appointments; develops correspondence; prepares reports; coordinates activities/actions with counties and other PEMA offices. -Work involves providing clerical assistance to seven (7) personnel assigned to the Area Office. -Work is performed with considerable independence and little review, however, changes in procedures and work policies are discussed in detail with supervisor prior to implementation. -Provides guidance and training to employees regarding travel reimbursement, leave policies, and MS Word features. -Assist in disaster response/recovery operations as needed. |
|
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. -Operates and provide basic service, maintenance, and programing to printers, copy machine, telephones, fax machines, and personal computers. Note: Basic service defined as; replacing paper, toner, basic troubleshooting, having familiarity with related application software and making basic physical adjustments, as needed, to equipment. -Maintain familiarity with various emergency management programs administered by/through the Area Office. -Performs all clerical functions. -Routinely maintains the overall filing system utilized within the Area Office to include sensitive and confidential documents/data. -Develops excel spreadsheets. -Maintains and updates files of Commonwealth Directives, Circulars, Personnel Rules, Governor’s Office Executive Orders, Directives, Circulars, and other information pertinent to the efficient conduct of emergency management operations. Provides updates to Area Office staff. -Scans files/folders to server for document retention purposes. -Purges files annually as directed by PEMA Administration. -Performs duties of receptionist and assists staff at periodic training conferences, seminars and meetings conducted for county and local emergency management personnel, elected officials, and constituents as required by the Area Director. Gathers all material and handouts pertaining to the training seminars, prepares folders for each county coordinator. -Assists in scheduling meetings, location, and time, for the Area Director. Gathers pertinent related materials for said meetings. -Assists Area staff in coordinating their travel/lodging arrangements when they are unable to arrange their own accommodations (i.e. during emergency operations, lack of communications, etc.). -Prepares or assists Area Director and staff with Travel Expense submissions as needed/required. -Participates in County Emergency Management Coordinator Certification Exercises. Captures notes and provides evaluation critique comments. -Designs, redesigns and computerizes forms to track the appointment and status of municipal emergency management coordinators. Reviews and coordinates local coordinator database changes. Checks data for accuracy and completeness (name, telephone numbers and previous coordinator dates) prior to forwarding to agency headquarters. Update county and local coordinator appointment database and lists. -Assists in the development of the Annual Statement of Work (ASOW) checklist. -Coordinates with PEMA HQ peers and PEMA Executive Secretaries to coordinate vital and routine information. -Compiles information pertaining to attendance at Central Area training courses/sessions. -Attends various meetings, seminars and training. Maintains meeting minutes. Submits Activity/Trip Reports for participation at these events. Attends appropriate training sessions to maintain expertise in areas of responsibility. -Coordinates payment of various Area Office operational expenses and purchases and reconciles received statements. Purchase card is utilized to secure various purchases. -Maintains office supply inventory by projecting usage and initiating and coordinating resupply activity. -Coordinates procurement purchases and utilizes shopping cart software to initiate purchases from vendors and service businesses. -Coordinates office equipment repair as needed, securing repairs to telephone, fax, printers, and computer systems. -Performs storage of vital files and records for possible COOP (Continuity of Operations) deployment. -Clerical responsibilities include proofreading and reviewing work products initiated by the Area Office staff and preparation and disposition of final draft documents; maintenance of address/contact databases and lists; update and revision of these databases and their appropriate dissemination. Also, provides proofreading for format, grammar, punctuation and spelling, making appropriate corrections or bringing errors to the attention of the Area Director. -Composes replies to routine correspondence for the Area Director’s signature. Most of the correspondence is replying to invitations, thank you letters and letters requesting materials. -Reviews all incoming correspondence sent to the Area Director and coordinating disposition of the mail to the Area Director and staff. -Answers incoming calls to the Area Office and routes to appropriate staff. Diffuses complaint situations as much as possible. Furnishes requested information to callers and refer other matters to the appropriate staff personnel. This requires a basic knowledge of PEMA programs, regulations, directives and procedures governing the agency. -Initiates correspondence to the staff concerning personnel changes, meetings, office procedures. -Assists Area Director by relaying and explaining tasking directions to various staff members involving incidents. -Maintains leave records for Area Office personnel. Monitor and assist in reconciling agency and individual staff members eligible leave status. Advises Area Director and staff of leave balances and status. -Keeps up to date with all changes of chief executive’s names addresses and telephone changes in counties, cities and state districts. -Monitors Area staff time and attendance. Advises/assists staff with the online documentation procedures for leave, overtime and account code input. Has Administrator access to Time Entry software to enable input of staff time when staff are not able to perform this activity. -Works independently to perform clerical and other operational tasks/duties. -Creates charts and spreadsheets needed to enhance office and personnel operations. -Tracks Area Office expenditures and ensures that the proper budget line-item accounts are used for purchases. -Coordinates with PEMA’s Budget Bureau to clarify purchases, accounts and coordinate changes as needed. -Develops and assists in development of standardized forms for use in documenting, tracking, and sharing essential administrative, routine and/or operational information. -Performs related duties 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 NOTATION OF SCHEDULE: During an emergency, employee may be required to work 12-hour shifts. Employee may have their work schedule and/or hours changed or modified based on the emergency and assignment needs. Except for emergencies, changes to schedules and work hours will be provided at least two weeks in advance. EMERGENCY ASSIGNMENT Position emergency assignment is to assist in the direction, consistent with Agency policies, plans, practices, procedures, and instructions received, of emergency operations carried out within the Region or State. This employee is an Essential Worker. Performs tasks to be assigned during periods of emergencies. Such tasks may differ from normal day-to-day routine. These 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. |
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. Position responsibilities and duties are carried out in accordance with established Commonwealth and Agency policies, practices, and procedures. |
||||||||||||||||||||
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. |
||||||||||||||||||||
Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
|