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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 50704976 |
Description Activated On: 8/19/2026 12:45:58 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. This position serves as the Executive Secretary for the Department of Health (DOH) Executive Office, reporting to the Operations Director, under the Deputy Secretary of Administration (DSA). While this position reports to the Operations Director, the highest priority of this position is to directly support the Secretary of Health. This position supports the Department’s mission to promote healthy behaviors, prevent injury and disease, and assure the safe delivery of quality health care for all people in Pennsylvania through its responsibility for comprehensive, centralized administrative services for the Executive Office and the Department, including overall administrative functions and centralized administrative activities which support operations. |
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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. Ensures efficient operation of the Secretary’s office, including managing and coordinating the Secretary’s schedule and activities, and coordinating activities among the other Executive level offices within the Department, other Departments, Governor’s Office, private organizations, and the general public. Interacts with high level officials in other agencies, including, but not limited to the Governor’s Office, the Department of Human Services, representatives of professional organizations and other responsible officials outside the department, and the general public as necessary. Collects and obtains information from other executive staff and organizes materials required for meetings/events assuring the Secretary and Executive Deputy Secretary have all materials needed in advance. Prepares meeting agendas, PowerPoint presentations, briefing documents, and talking points for the Secretary’s meetings, including but not limited to the Department’s All Staff Meetings, Bureau/Office Directors Meetings, monthly CMHD Directors meetings, and meetings with external stakeholders. Reserves and arranges meeting rooms as required. Dials into conference calls in the executive conference rooms on behalf of the Secretary, when necessary. Meets and greets visitors and guests of the Secretary, Executive Deputy Secretary, and Executive staff. Coordinates with Building Security to arrange to meet distinguished guests in the lobby of the Health and Human Services building or the Executive Office reception area. Escorts visitors and guests to the appropriate meeting room. Manages the Secretary’s calendar in Microsoft Outlook, including scheduling appointments, meetings, events, and travel. Collaborates with staff in the Department’s Executive Office in scheduling appropriate staff for meetings requested. Presents a professional, welcoming, and friendly attitude to the public, colleagues, and other government and private agencies in the office, through email correspondence and over the phone. Answers the main Executive Office phone line, answering questions, taking messages, and routing calls appropriately. Manages the Voicemail resource account, returning calls or routing messages to the proper individuals. Screens telephone calls for the Secretary, referring calls to the proper source or handling when appropriate. Routinely updates the Secretary of all activity in regard to calls. Interacts with other Executive Staff regarding correspondence or the proper referral of questions/tasks. Utilizes Microsoft Outlook for written communication among Department staff and outside of the Department. All written communication shall be sent through the Secretary’s resource account to ensure coverage during any absences. Manages the Secretary’s resource accounts in Microsoft Outlook. Manages the Executive Staff Schedule SharePoint calendar. Adds new staff and grants access to the SharePoint list. Removes separated staff and permissions from the list. Updates the calendar weekly and sends email request to Executive Staff to update schedules. Sends reminder emails as required. Prints schedule each week and posts at front desk. Processes incoming and outgoing mail. Maintains the SharePoint Online mail tracking log for correspondence and requests. Reviews mail and routes to the proper individuals for attention, including mail addressed to the Secretary. Ensures timely response is sent on behalf of the Secretary. Monitors the Operations lockbox outside of the Executive Office and distributes contents appropriately. Prepares UPS and FedEx shipping labels and assists Executive Staff with packaging and shipping needs. Takes packages to the mail room and schedules pick-up of packages as required. Monitors the Conference Room Resource Accounts for five DOH conference rooms and manages the room Outlook calendars to accept conference room reservations. Set-up and manage conference room equipment and inspect rooms for cleanliness. Submit facilities requests for cleaning and maintenance as required. Supports the Executive Office with purchases that require a purchasing card (p-card) and reallocates funding for purchases within the current billing cycle. Coordinates and procures office supplies, such as bottled water, printer cartridges, paper, shipping materials and other supplies. Places orders for business cards, signage, etc. through PA Publisher for the Executive Office. Submits payments for invoices received for Executive Office purchases, including office supply orders, bottled water and PA Publisher orders. Reviews the Department’s online directory and PA Manual and communicates with program offices to update quarterly. Maintains the Executive Office fleet vehicles, including scheduling and coordinating maintenance and inspections, as well as ensuring that vehicles are fueled, clean and ready for the Secretary and Executive staff prior to travel. Manages the "Contact Us Form" Resource Account, responding to inquiries or forwarding to the appropriate program to respond. Acts as the timekeeper for the Executive Office, including Temporarily Working Out of Class (TWOC) entries. Responds to questions from Executive Staff and Dual Reports on use of various types of leave. Provides consultation to the Executive Staff and Dual Reports on unique time and attendance issues. Prepares travel/event itineraries, makes travel reservations, and submits travel reimbursement for any Senior Leader in the Executive Office, including supporting the Deputy Secretaries and the Dual Report Directors with arranging travel. Coordinates and manages Executive Office clean-up days, to include cleanliness of break area and scheduling DGS facilities services such as vacuuming and dusting. Uses various Microsoft and other software products, including, but not limited to: SharePoint, Forms, Excel, Teams, and Word to enhance the communications and operation of the overall office. Submits ServiceNow tickets to add/remove Executive staff from email distribution groups. Ensures that administrative support is available at all times to complete necessary actions related to Executive Office operations. Perform related clerical and administrative duties, as required. Health Equity - 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. Public Health emergency Language – This position is considered an essential/emergency responder employee and carries out essential job functions or assigned emergency duties which may involve deploying to a field location to participate in public health activities or other duties as required during periods of emergency. If assigned, emergency assignments may be performed under adverse conditions and continue for periods ranging from a few hours to several weeks. |
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. Employee reports directly to Operations Director. 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. The employee operates with considerable independence and demonstrates initiative in improving agency processes and workflow. |
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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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