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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 50489060 |
Description Activated On: 2/10/2026 6:47:13 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 position provides clerical support to the Professional Health Monitoring Programs’ (PHMP) case management staff and performs a variety of clerical support related to drug testing, timekeeping, and responding to phone calls and correspondence. |
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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. Serves as PHMP’s point of contact to respond to questions from the public regarding the filing of complaints against the Bureau of Professional and Occupational Affairs’ (BPOA) licensed professionals. Identifies the purpose/reason for the individual contacting PHMP and determines the appropriate disposition of the matter which may include accurately answering the individual’s question (as appropriate), forwarding the caller to a PHMP case manager, or referring the individual to another BPOA division or commonwealth agency based on the type of allegation and license type. Provides information to callers based on the knowledge of PHMP policies and procedures and terms and conditions of the monitoring agreement adopted by the BPOA licensing board in the participant’s case and may provide information regarding the mandatory reporting requirements of the BPOA licensing boards through the employee’s understanding of the specific BPOA licensing board’s policies and procedures, confidentiality laws governing drug and alcohol and mental health records, various regulations, and Acts. Manages PHMP’s resource accounts. Responds to questions from the public, assists the PHMP case management staff in responding directly to PHMP participants who have questions regarding PHMP services and/or monitoring requirements. Reviews information submitted to PHMP and forwards inquiries to appropriate program area as necessary. Assists the PHMP case management staff in reviewing information on new referrals received by PHMP. Applies knowledge of the BPOA licensing boards and PHMP criteria to identify the individual’s eligibility for the Voluntary Recovery Program. Refers complaints to a case manager to be processed if criteria are met or refers the complainant to the appropriate program area. Inputs and updates pertinent information in PHMP’s database and maintains PHMP participant electronic case files including filing documents under the appropriate subfolders of the PHMP participant’s case file. Reviews reports submitted on PHMP participants to determine whether participants are maintaining compliance with the licensing board’s monitoring agreement and conducts file reviews on PHMP participant electronic case files to identify any issues of participant noncompliance with their monitoring requirements. Reviews general correspondence received by PHMP and forwards documents to the appropriate PHMP staff member or BPOA division. Gathers information from PHMP case managers and drafts correspondence as requested. Ensures the information contained in the correspondence is accurate, clear and concise, formatted appropriately, and conforms to PHMP protocols and/or the stipulations contained within the board’s monitoring agreement. Reviews requests and actions by the PHMP case management staff and notifies the clerical supervisor and/or program manager of any instances in which the case manager fails to follow PHMP policies and procedures and/or deviations from enforcing the monitoring terms stipulated by the board’s monitoring agreement. Serves as PHMP’s drug testing liaison to the DOS contracted vendor of PHMP’s drug testing program, addressing general drug testing issues. Responds to general questions from the vendor; manages the enrollment of PHMP participants into the vendor’s drug testing program; serves as PHMP’s point of contact to coordinate participant requested or PHMP directed reanalysis of non-negative drug test results and/or Medical Review Officer consultations. Coordinates the request and receipt of litigation support materials and/or expert testimony required for formal disciplinary hearings in cases involving PHMP participants violating the board’s monitoring agreement by testing positive for a prohibited substance. Reviews participants files to verify the accuracy of the requested information, contacts the vendor to make a request, ensures timely submission of the requested information/documents, tracks the request, contacts the vendor for missed deadlines, and forwards the received information/documents to the original requester. Serves as PHMP’s primary point of contact for time, attendance, and pay matters for division staff. Provides guidance to staff; answers questions on time-related matters; performs research on time and attendance errors and discrepancies; and participates in meetings and/or trainings related to timekeeper duties. Performs other related duties as assigned by supervisor and/or program manager. |
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. The employee in this position works independently in the performance of job duties including maintaining oversight of PHMP’s resource account and responding to verbal or written communication from the public. This employee must independently plan their daily workload that are requested by the PHMP case management staff, based on the employee's schedule and through observing PHMP's priority work processing list and any tasks assigned by the clerical supervisor or PHMP program managers. They must be aware of daily workload requirements and performance standards and set their priorities accordingly. The employee must exercise good judgment, independent thinking, and initiative. Problems or issues that arise are reviewed with supervisor. |
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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. N/A 5. N/A 6. N/A |
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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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