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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 50546731 |
Description Activated On: 11/13/2025 10:31:19 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 Drug Surveillance and Misuse Prevention Office (ODSMP) supports the program’s goal to improve the health of Pennsylvanians by promoting the appropriate use of controlled substances, such as opioids, and ensuring that they are always prescribed and dispensed safely and responsibly in the commonwealth. This position serves as a lead worker to the Prescription Drug Monitoring Program's (PDMP) technical support service and provides clerical and administrative support to the program’s overdose prevention and response initiatives. |
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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. Responsible for aiding the Office of Drug Surveillance and Misuse Prevention’s (ODSMP) internal and external customers by utilizing independent judgement, self-directed research, and problem solving to address incoming calls, emails, and letters regarding ODSMP policy, procedures, and program operations. Maintains ODSMP resource accounts including establishing organizational procedures, escalating issues, tracking responses and performing follow-up as needed and developing standard responses. Receives phone calls and emails from stakeholders and Prescription Drug Monitoring Program (PDMP) system users, such as pharmacists, prescribers and health care providers, and answers complex questions on program registration, required participation, and available training. Determines if the subject of a call pertains to ODSMP or another office, and forwards appropriately. Performs outreach via phone, email, and mail to various audiences. This includes regularly communicating with the public and external stakeholders such as prescribers (Physicians, Nurse Practitioners, Dentists, etc.), pharmacists, and data submitters. Serves as an administrator of the PDMP electronic system, including reviewing registration requests from users, assisting users with how to use the system, and utilizing independent judgement and self-directed research to troubleshoot issues. Coordinates with supervisor and other ODSMP staff to provide technical assistance to PDMP data submitters, PDMP data users, PDMP vendors, and other PDMP system users. Technical assistance includes troubleshooting data issues relating to getting into compliance and providing guidance on how existing rules and regulations apply to specific scenarios affecting a prescriber or pharmacist. Receives, reviews, and processes PDMP patient record and death review team requests pursuant to Act 191 of 2014 and Act 101 of 2022. Analyzes any discrepancies between the request and the individual’s PDMP record and utilizes independent judgement to makes a recommendation to the ODSMP Director and Administrative Officer 2 on next steps in processing the request, including but not limited to, releasing information, redacting information, and/or pursuing record correction with relevant data submitter(s). Inputs telephone activity data into electronic system; reviews data for completeness and accuracy; updates and prepares reports as requested. Uses Microsoft Access and Excel for inputting, cleaning, querying, and reporting of call data. Tracks patterns of incoming issues and escalates them to the supervisor as needed. Provides regular reports on issues and makes recommendations to improve operations and systematically address user complaints and issues. Attends meetings relating to the resolution of issues as needed. Provides guidance on departmental inquiries that are routed to ODSMP and escalating advanced questions to appropriate program staff as needed and tracking progress to ensure resolution. Performs clerical duties to support the office including mail retrieval (opening, sorting, distribution, sending, labeling and/or addressing packages/mail, etc.), copying, faxes, filing and office supply orders. Determines supply needs for program area and requisitions office supplies following office, Department, and/or Commonwealth policy and procedure. Acts as receiver and processor for ODSMP PO invoices, which includes submitting goods receipts and entering appropriate data in spending workbooks relating to tracking and auditing PO invoices in process. Assists ODSMP Administrative Officer 2 with maintaining and/or creating IT asset tracking documents. Submits IT ServiceNow tickets for ODSMP including onboarding and offboarding tickets, hardware purchases software purchases or installs, laptop reimaging, generic IT support, and other assignments as instructed and provided by supervisor. Serves as primary timekeeper for ODSMP. Drafts correspondence for the program office, as directed by supervisor or other ODSMP managers. Assists in the distribution of outreach to prescribers, dispensers, and stakeholders by compiling contact information, assisting in mail-merges, and answering written and verbal inquires relating to ODSMP’s overdose surveillance and prevention and response initiatives. Reads correspondence related to ODSMP’s overdose surveillance and prevention and response initiatives in order to become familiar with the contents and determines what procedures to pursue in providing the correct information to fulfill external calls and emails. Gathers information by reading publications and departmental updates, extracts information applicable to ODSMP, and presents any discoveries or concerns to impacted staff. Ensures all material of a confidential matter is maintained as such and only disseminated to those with appropriate authority to have access to the data. Maintains control of equipment, supplies, and manuals. Provides feedback to supervisor relating to improvement and changes to current procedures. Maintains confidentiality of any protected health information or personally identified information following relevant federal and state laws or policies Demonstrate awareness of the vulnerable populations the organization serves by identifying, providing, and advocating for resources, services, communication methods, and policies that would help those populations achieve health equity. Escalates questions and concerns as necessary to supervisor. Performs other 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. Decisions are made within the employee's areas of accountability. Anything outside of the area is referred to the supervisor or to the appropriate individual for response. |
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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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