|
Commonwealth of Pennsylvania |
|
|
POSITION DESCRIPTION FOR JOB POSTING |
|
|
Position Number: 50691728 |
Description Activated On: 8/18/2026 3:08:07 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. The Special Assistant provides high level strategic, administrative, technical, and operational support to the Office of Business Inclusion and Supplier Development (BISD) Deputy Secretary and the broader Deputate within the Department of General Services (DGS). This role serves as a trusted advisor and operational anchor for BISD, ensuring the Deputy Secretary is fully prepared, informed, and positioned to advance key priorities. The position requires exceptional organization, professionalism, and discretion, with the ability to navigate multiple competing deadlines, rapid turnaround requests, and cross bureau coordination in a fast paced environment. |
|
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. Assists the Deputy Secretary with establishing deputate goals and objectives; formulating administrative policies and procedures for implementation and providing direction and technical assistance across the deputate’s two (2) bureaus: Bureau of Diversity Inclusion and Small Business Opportunities (BDISBO) and Bureau of Strategic Initiatives (BSI). Serves as a strategic administrative and project management partner to the Deputy Secretary, supporting the department’s major statewide initiatives—including agency liaison programming, outreach programming, the Mentor–Protégé Program, the annual report, and other high priority projects. The role develops and manages performance metrics to assess the effectiveness of all program activities and ensures data driven decision making across BISD. Facilitates special project coordination across BISD bureaus, providing high level administrative support and ensuring timely communication, follow up, and alignment with deputate priorities. Organize and attend meetings with or on behalf of the Deputy; prepare agenda documents and take meeting minutes for internal and external stakeholder meetings and is responsible for follow-up actions. Handles matters of a sensitive nature confidentially for the deputate. Prepares memoranda, letters, technology needs, materials, reports, data analysis, etc. for the Deputy Secretary’s review, signature and execution. Serves as liaison between the Deputy Secretary’s Office and the bureaus within the Deputate as well as other governmental and public entities by attending meetings and conferences, preparing memoranda, troubleshooting, and summarizing issues for the Deputy Secretary’s review and response on matters of sensitive or ad hoc in nature. Prepares written communications, presentations, reports, talking points, and briefing materials for internal and external stakeholders. Monitors all communication channels, screens inquiries, and determines appropriate routing or escalation. Prepare summaries, updates, and briefing packets for weekly Executive Staff meetings and other leadership forums. Reviews departmental procedures and policies, and develops, proposes revisions, additions and deletions, to streamline operations and accomplish goals and objectives effectively and efficiently. Tracks and compiles updates for quarterly KPIs, goals, and performance metrics for the Deputy Secretary and other BISD leadership as needed. Builds and maintains strong working relationships across the agency, deputate, and external partners to support collaboration and information flow. Manages the Deputy Secretary’s calendar by scheduling meetings, coordinating availability, anticipating conflicts, ensuring appropriate participants are included, and preparing the Deputy Secretary with documents and briefings in advance. Coordinates all travel arrangements, including itineraries, lodging, transportation, required documentation, and reimbursement requests. Maintains organized digital and physical filing systems to ensure efficient retrieval of information and continuity of operations. Manages shifting priorities and last minute assignments with professionalism, discretion, and a solutions oriented mindset. Performs other related 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. The Special Assistant independently prioritizes daily tasks, manages scheduling decisions, and determines the appropriate handling of inquiries and information directed to the Deputy Secretary. The role exercises judgment in preparing communications, coordinating logistics, and identifying when issues require escalation. Decisions are guided by departmental policies, processes, procedures, and the Deputy Secretary’s priorities, and the operational needs of BISD, with an expectation of anticipating needs and proactively addressing potential challenges across the organization. |
||||||||||||||||||||
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.
|