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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 50672177 |
Description Activated On: 2/19/2026 3:23:06 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 clerical support to the Regulations and Compliance Division Chief and regional staff, including but not limited to support for the National Veterinary Accreditation Program, animal brand licensure, swine garbage feeding licensure, animal importation and exhibition regulations, and other regulatory functions which fall under the Division of Regulations and Compliance. |
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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 preparing applications upon request for garbage feeding and animal branding licenses, reviews completed applications for completeness and accuracy, processes transmittals, and maintains accurate records in the Core One for Animal Health database, including records of fees submitted. Responsible for timely and accurate record-keeping and data entry into the Core One for Animal Health database for the National Veterinary Accreditation Program, sending communications to accredited veterinarians, and updating accredited veterinarian files as necessary to keep all records current. Under the direction of the supervisor, assist with the National Veterinary Accreditation Program courses by organizing, copying, and assembling information, scheduling courses, and providing outreach to veterinarians regarding the program. Maintains current list in Core One for Animal Health of Pennsylvania licensed veterinarians based on information provided by the PA Department of State. Responsible for preparing reports routinely for submission to USDA, including garbage feeder reports and accredited veterinarian reports. These reports, using USDA forms, are submitted daily, weekly or monthly as required. The report data is entered and maintained in the Core One for Animal Health database. Responsible for maintaining regional reports, including weekly activity reports and monthly automotive reports that are submitted by regional personnel. Responsible for tracking correspondence for the division chief. Responsible for arranging travel for the division chief and regional personnel and submitting appropriate documentation. Assists with purchasing, including the preparation of agency purchase requests (APRs) for supplies requested by regional field personnel. Completed APRs are submitted to the administrative officer in charge of purchasing. Ships supplies to field personnel and accredited veterinarians as requested, and assists with inventory tracking of regional supplies. Assists with developing, delivering, and updating quarantine orders as assigned by the division chief. Schedules weekly Veterinary Medical Field Officer and monthly field staff meetings, and prepares agendas and meeting notes for distribution. Reviews import and export interstate certificates of veterinary inspection (CVls) of all animal species for accuracy and completeness, enters CVI data into a monthly spreadsheet, uploads CVls, and forwards export CVls to the states of destination. Records and notifies violators of any errors on CVIs under the direction of supervisor. Receives telephone calls, faxes, and emails and provides requested information or transfers to the appropriate person. Sorts and distributes mail for the Bureau of Animal Health and Diagnostic Services. Obtains and maintains an understanding of the incident command system associated with an animal disease incident, including Incident Command System 100, 200, 700, and 800 trainings, and performs assigned duties when the incident command system is mobilized during emergency operations. Work hours and duties during activation of the incident management team may change to 12-hour shifts on weekdays, holidays, and weekends. Participates in meetings with other government agencies and industry organizations as necessary. Leverages the bureau's "Continuous Process Improvement" Performance Management System and key performance indicators to drive continuous improvement and enhanced customer service. Utilizes LEAN principles to streamline regulatory functions to better meet customers' and regulated entities' needs and improve bureau efficiency while safeguarding animal health. Performs other clerical duties as assigned. ESSENTIAL FUNCTIONS CONT: 11. Possesses knowledge of and certification in National Incident Management System (NIMS) training and participate in the bureau incident management team |
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. Informs supervisor of problems and unusual circumstances that do not conform to established procedures and timeframes. Reviews and ensures data for reports and database entry is accurate. Provides feedback when proofreading or editing documents. Determines if Certificates of Veterinary Inspection for all animal species meet all requirements. Questions are presented to the supervisor and other headquarter veterinarians and administrative personnel as necessary. |
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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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