Position Description

Commonwealth of Pennsylvania
POSITION DESCRIPTION FOR JOB POSTING
Position Number: 50408651	Description Activated On: 7/28/2026 12:47:49 PM

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 duties of this position involve operational support to internal agency business units, Executive Staff and Legal Office.

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.

By means of agency telecommunications systems, this position fields, disperses, and monitors all incoming agency directed telephone, facsimile, and email communications. Duties involve preliminary interview or examination of inquiry to determine service needed, such as, but not limited to: beneficiary changes, excess interest allocation, municipal ordinances, resolutions or agreements, or minimum municipal obligation. Once nature of inquiry is determined, the incumbent addresses that which he can with certainty or forwards the inquiry to the appropriate staff member for future assistance.

Staffs the assigned reception area, greets visitors, notifies the appropriate agency member of a visitor’s arrival.

Monitor the security terminal to track and verify all building entry activity. Evaluate whether visitors require access and ensure authorization is properly granted. Provide clear directions to the appropriate floor and confirm each visitor signs in to maintain accurate accountability and a secure environment.

Maintains a general knowledge of agency rules, procedures, and forms while maintaining high level of confidentiality when processing incoming telephone calls, facsimiles, emails, mail, and visitors.

Communicates routinely with municipalities, boroughs, and members. When appropriate, researches and verifies benefit and payroll information via the agency pension data base, noting when necessary, and provides forms and documents, as requested.

Accepts and processes incoming daily postal and general carrier mail on behalf of the agency by accurately and according to agency procedure sorting, time stamping, scanning, naming and distributing electronically or by hand-carry.

Organizes outgoing mail for courier pickup to include the preparation and monitoring of certified mail.

Responsible for processing of work assigned to the Operations unit on behalf of agency business units. Processing work includes but is not limited to: processing of quarterly reports which requires calculation and verification, retirement calculation reports, Act 44 and Act 205 responses, processing documents both electronically and physical scanning into the OnBase system, certificates of benefits, and new member enrollments to new retirees and corresponding municipalities.

Assists with periodic mass mailing of various agency documents and reports to include minimum municipal obligation forms, annual statements, notifications of seminars, board packets. Duties include compiling and inserting into envelopes and applying labels.

As assigned, collects, organizes and composes agency reports or correspondence in a prescribed format.

Monitors levels of office supplies and stationery, relating needs to requisitioner.

Travels as necessary.

Performs 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.

Work with considerable independence and flexibility within standard operation procedures, while receiving supervisory guidance and review.

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:

MINIMUM EXPERIENCE AND TRAINING: Six months as a Clerk 1 and
educational development to the level of the eighth grade;

or

Completion of a high school business curriculum;

or

Any equivalent experience and/or training which provided the
required knowledge and abilities.

Licenses, registrations, or certifications:

1.   N/A

2.   N/A

3.   N/A

4.   N/A

5.   N/A

6.   N/A

Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.

1.	Communicates effectively, both written and orally
2.	Prepares documentation
3.	Develops and maintains effective working relationships
4.	Understands and applies new technology and software principles
5.	Understands and applies instructions, policies, procedures, and business processes
6.	Applies mathematical skills, policies, procedures with the use of a calculator
7.	Uses a computer and other standard office equipment
8.	Reads, understands, and applies the rules of English grammar and punctuation
9.	Travel, as needed
10.