|
Commonwealth of Pennsylvania |
|
|
POSITION DESCRIPTION FOR JOB POSTING |
|
|
Position Number: 50587964 |
Description Activated On: 2/12/2026 12:51:52 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. Provides complex and detailed clerical support primarily for the Supervisors and Administrators of the federal Child Nutrition Programs, specifically for the National School Lunch Program (NSLP) and Summer Food Services Program (SFSP). This position requires significant contact with the Division’s external and internal customers, including personnel from public and private schools and residential childcare facilities. |
|
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. Screens calls and transfers to the appropriate staff for action. Responds to inquiries within scope of responsibilities. Provides quality customer service when answering the telephone and responding to emails according to the Division’s Mission Statement. Maintains complete and accurate customer/sponsor files. Assesses documents which are duplicative, out of date, or missing and takes appropriate action. Prepares files for archiving. Contacts sponsors/customers using appropriate communication (telephone, email, fax), as necessary, to request information pertaining to annual program applications, site or building data, eligibility verifications, etc. Provides specialized technical assistance for customers based on areas of responsibilities, knowledge of required forms, and submission deadlines. Receives, opens, and distributes mail to appropriate staff in the Division of Food and Nutrition. Develops and maintains various Excel logs by updating information whenever necessary. Assists in the preparation of packets for new sponsor workshops and confirms registration for these workshops. Utilizes the Division of Food and Nutrition’s PC based electronic application and reimbursement system routinely. Sends and tracks correspondence to NSLP and SFSP sponsors. Assists program staff with reminder notices and data collection. Receives documentation from organizations that intend to become new sponsors. Prepares file according to the current guidelines. Reviews paperwork to ensure all required forms have been submitted and completed correctly before passing the packet on to program staff. Works with program staff during various stages of the new sponsor process until process is complete. Verifies information against various Commonwealth data systems and enters appropriate information into the Division of Food and Nutrition’s data system. Point of contact for security rights in electronic application and reimbursement system for NSLP and SFSP sponsors (adds new users, deletes old users, updates existing sponsors) and maintains supporting documentation. Prepare and distribute broadcast emails. Discusses changes in operational standards, procedures, and work policies with the supervisor in detail prior to implementation and reviews the unit’s work for adherence to processing standards. Responsible for collecting new sponsor paperwork, creating file, and routing file to appropriate staff. Develops and maintains or reviews reports upon request from supervisor, program staff, or Division Chief. Develops Excel spreadsheets to track compliance with submission of various reports. Schedules rooms for staff meetings, customer training, and workshops. Proofreads materials developed by program staff for proper punctuation and grammar. Assembles and mails resource materials to all new sponsors. Tracks inventory of resource materials and submits reproduction requests to replenish inventory as needed. Assists in maintaining neatness of files, supplies, and storage areas. Assists in the completion of other clerical staff duties during the absence of clerical staff within the Division of Food and Nutrition. Prepares and submits travel documents including pre-approval for travel, request for fleet vehicles, and any other required documentation for program staff as necessary according to the guidelines provided by the Governor’s Office of Administration. Performs other duties as assigned by supervisor or Division Chief. |
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. Responds to phone or written inquiries or directs the inquiry to the appropriate staff. Reads and distributes mail to appropriate staff or responds as appropriate. Researches issues and drafts responses via email or appropriate communication tool. Works independently and consults with supervisor on independent situations. |
||||||||||||||||||||
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 |
||||||||||||||||||||
Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
|