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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 50705179 |
Description Activated On: 9/14/2026 1:16:47 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 Office of Notaries, Commissions and Legislation. |
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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. • Provides customer service to walk-in and telephone customers. • Maintains current and updated files of all policy and procedural changes. • Processes certification/apostille requests received by mail and over-the-counter; maintains a log of all requests received, pending, and processed (including requestor’s name, date received, date mailed and method of payment). • Responds to internet and telephone inquiries and requests related to notaries, apostilles, certificates, and related materials. • Types correspondence relating to notary applicants, certifications and apostilles. • Prepares certifications of notaries and for all appropriation acts according to Office procedures. • Prepares and submits weekly reports in the approved format to immediate supervisor. • Types and prepares correspondence for supervisor’s signature either from supervisor’s draft or original correspondence. • Records all legislation signed by the House of Representative and Senate; hand-carries Bills to the Governor’s Office; maintains a computer index for each Bill. • Maintains updated files and desk manual of all office policy and procedural changes. • Assigns Act numbers to legislation signed by the Governor. • Maintains database of original Acts and assignments; notifies appropriate agencies of each Act assignment. • Assists with mailing of commission certificates for Governor’s appointments, including members of various boards, cabinet members, county row officers, judges, district judges, railroad police officers, institutional police officers, military post services officers and commissioners of deeds; maintains a current and accurate log of all such appointments; prepares documents for commission certificates such as the constitutional oath of office forms, cover letters, and identification cards. • Assists with Primary and General Election Day services. • 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 supervisor assigns initial job duties, responsibilities and over-all job expectations. However, the employee is permitted to work independently to accomplish their duties within the guidelines given. The status of the workload is reviewed weekly by the supervisor through the use of weekly reports to review the status of work to be performed, work completed and pending work. If the priority of the workload or staffing necessitates, the employee may be reassigned to assist with other work duties. Daily priorities may be adjusted to eliminate backlogs. These changes are generally conveyed to the employee orally. Written instructions may be issued for special projects. Routine duties may also be adjusted to comer absences in other areas of the Office and/or Department. The employee should be cognizant of the importance of their role in the operation of the Office and the daily job priorities necessary in assisting it to meet its objectives. The employees are required to effectively and accurately utilize the policies, procedures and technical information set forth by the Office and the section. Minimal supervision is required. However, if the employee is unable to resolve any problems, special requests, or handle irate customers, they should be referred to the immediate supervisor, if 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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