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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 50584831 |
Description Activated On: 6/5/2026 10:34:27 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. Under the supervision of the Director of Administration, the Clerical Assistant 3 (CA3) performs a wide range of clerical and administrative functions to support the operations of the State Ethics Commission. This position requires proficiency in Microsoft Office applications, strong organizational and time management skills, and the ability to work with considerable independence. General responsibilities include reception, mail processing, Statement of Financial Interests (SFI) administration, and general office support such as filing, answering and routing calls, greeting visitors, and utilizing office equipment to ensure efficient daily operations. The position also supports key administrative functions including procurement activities, purchasing card reconciliation, processing restitution and refund payments, coordinating automotive and parking, and ensuring purchasing transactions are accurately recorded and compliant with Commonwealth policy. When working remotely, the employee must effectively manage workload, prioritize tasks, and distinguish between duties requiring in-office presence and those that can be completed remotely. |
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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. The CA3 serves as the primary point of contact for incoming communications, including answering and routing telephone calls, assisting callers, and taking detailed messages when necessary. The position manages incoming and outgoing mail, including opening, date stamping, scanning, distributing, and ensuring timely delivery of all correspondence, faxes, and packages, and coordinates certified and express mail as needed. The position performs key administrative functions related to the Statement of Financial Interests (SFI) program, including: • Reviewing and processing electronic SFI filings through Laserfiche, identifying deficiencies, and issuing notifications, • Scanning, indexing, and tracking hard copy filings, • Maintaining SFI distribution and tracking spreadsheets, • Supporting SFI audit and non-filer compliance processes, including preparing notices, tracking responses, and referring unresolved matters for enforcement, and • Assisting with SFI-related activities during elections, and maintaining databases and spreadsheets to track compliance, audits, and filings, ensuring accuracy and timely updates. This position also serves in multiple administrative support roles, including: • Procurement Officer: Prepares purchase orders, obtains quotes, and orders supplies in SAP in accordance with Commonwealth policies, • Purchasing Card Coordinator: Reconciles transactions, ensures documentation is audit-ready, and allocates expenses to appropriate accounts, • Automotive and Parking Officer: Manages the Commission’s vehicle and parking operations by maintaining compliance with automotive policies and procedures, attending required automotive meetings, ensuring completion of monthly vehicle activity reports by all drivers, and proactively completing required automotive forms and reports, and • Check Processor: Processes restitution and refund payments, maintains tracking logs, and coordinates with accounting staff. Prepares check requests/general invoices to request payments from the Commission’s Advancement Account for court costs and sheriff fees. Performs general office support duties including filing, recordkeeping, and use of office equipment (copier, scanner, postage system, telephone system). Assists the Director of Administration with special projects and assignments. Participates in cross-training to ensure coverage of key administrative functions and maintains up-to-date desk procedures. |
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. Reviews SFI filings for completeness and compliance, determines appropriate follow-up actions, and provides guidance to filers. Handles routine inquiries and administrative issues, referring complex matters or policy-related questions to the Director of Administration. Exercises judgment in procurement activities, including vendor selection and cost analysis, within established Commonwealth guidelines. |
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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: N/A 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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