Commonwealth of Pennsylvania

POSITION DESCRIPTION FOR JOB POSTING

Position Number:  00057212

Description Activated On:  1/19/2024 10:03:55 AM


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 in an assistant type Capacity and reports directly to the Chief Operating Officer and provides clerical support to other administrative units as directed. Considering that eight (8) diverse Administrative Support Service Departments report directly to the Chief Operating Officer, it is essential that the Chief Operating Officer have a broad span of knowledge and the capability to perform and absorb as much administrative detail as possible. The position provides secretarial services including to Safety and Security and IT Departments and provides secretarial support in the absence of assigned secretaries within Administrative Services Departments particularly backup for the CEO's office and Maintenance which includes answering telephones and dispatching work orders. This is advanced secretarial work including work of an administrative nature. The employee in this position performs complex clerical work requiring a knowledge of hospital policies and procedures, independent action and judgment. Assignments are carried through to completion in an independent manner with supervisory review needed only in unusual circumstances. Work routines are developed and refined by the employee.

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.

ADMINISTRATIVE CLERICAL SUPPORT: Provides typing support for the Chief Operating Officer. Has working knowledge and delegates to process technical correspondence on: SAP NFPA 101 Life Safety Code, 1984 Right to Know Act, Employee Performance Reviews, Wernersville State Hospital (WeSH) Administrative Services’ policies, procedures, and bylaws, as well as minutes, letters, memoranda, statistical and analytical reports, forms, etc. Proofreads all typing for accuracy in spelling, grammar, punctuation, continuity of thought, and adherence to agency policies and procedures. Notes discrepancies for supervisor’s attention and makes suggestions for clarity. Determines proper distribution of all typed material and makes the appropriate number of copies (e.g., Office of Mental Health and Substance Abuse Services, Office of the Comptroller, Bureau of Personnel Services, Bureau of Financial Operations, hospital staff, file, outgoing mail, suspense or tickler files, etc.). Determines need for and provides necessary attachments and/or enclosures.

Establishes and monitors tracking and tickler files to ensure that submission of information, reports, and projects are completed within required time frames.
Maintains control, including coordinating updates, to a variety of manuals, policies, procedures and management directives.
Composes and types letters and memoranda for supervisor’s signature.

COMMITTEES
Administrative Services Department Head Meetings - Functions as the secretary to record minutes of this meeting which is held monthly and chaired by the Chief Operating Officer when a written record is necessary. Prepares agendas, meeting notices, attendance sheet, minutes and disseminates appropriately

Safety Committee Meeting – Functions as the secretary to record minutes of the meetings which are held monthly. Prepares agendas, meeting notices, attendance sheet, minutes and disseminates appropriately.

Therapeutic Environment Committee Meeting - Functions as the Secretary, records minutes of the meeting, prepares and distributes agenda, meeting notices, provides attendance sheet for participants, contacts consumer worker and translates and disseminates information appropriately. Meetings are held monthly.

Anti-Ligature Assessment committee and Legionella committee - Functions as the Secretary, records minutes of the meeting, prepares and distributes agenda, meeting notices, provides attendance sheet for participants

TIMEKEEPING
Performs as Timekeeper for the Boiler Plant and Safety and Security inputting any overtime as required and approved by supervisor.

HOSPITAL NEWSLETTER
This employee is solely responsible to coordinate and collect information to produce a quarterly hospital employees’ newsletter called White Oak News. Subject material includes annual employee informational requirements, procedural changes, safety concerns, infection control information, telephone updates, special hospital-wide activities/programs, etc.
Coordinates provision of completed newsletter for distribution through hospital on a quarterly basis.

FILING AND RECORD MAINTENANCE
Maintains DHS Administrative Bulletins, Office of Mental Health Bulletins, Secretary's Directives, DHS Personnel, Comptroller, and Cost Apportionment manuals, etc., by removing obsolete material and incorporating new documents.
Analyzes and independently develops the type of filing systems best suited to the needs of the Chief Operating Officer. Files copies of all correspondence, reports, etc., in the appropriate file in chronological order. Determines when cross-referencing is needed. Maintains files by inserting and/or retrieving documents, preparing new file folders, preparing index cards, cross indexing, and updating file contents. Develops new systems as the Chief Operating Officer’s duties expand or change.
Maintains tickler and suspense files, which aid in the completion of reports or serve as a reminder for the supervisor. Logs requests for other hospital personnel for services, supplies and/or equipment. Logs assignments given to the Department Heads and others by the Chief Operating Officer and makes appropriate follow-up. Transmits assignments for immediate supervisor to staff and contacts representatives from various departments to assimilate or transfer information on routine and technical subjects.
Maintains Employee Performance Reviews and related personnel files for subordinate Department Heads. Advises supervisor of probationary, interim, and regulation review due dates.

SCHEDULING MEETINGS
Responsible for maintaining immediate supervisor's calendar and schedules appointments and conferences without prior clearance. Makes necessary arrangements for conferences and meetings including space, time, people, etc. Schedules and coordinates meetings with hospital staff and public/private agency officials. Records appointment books appropriately.

PUBLIC RELATIONS
Screens telephone calls and unexpected visitors for the Chief Operating Officer and various other Administrative Services Department Heads to determine the nature of the call, caller's name and affiliation. Channels calls and visitors to the appropriate party after obtaining pertinent information regarding caller's inquiry/request.
Greets, escorts, and/or directs visitors. Informs Administrative Services staff of visitor's arrival.
Appropriately responds and refers media personnel to immediate supervisor or Chief Executive Officer.

MAIL
Assures that morning and afternoon mail pickups are made for the Chief Operating Officer. Conducts an initial review of all mail separating into "reading" and "signature" folders.

LEASES ON HOSPITAL PROPERTY
This employee coordinates the leasing of hospital buildings. There are currently two separate agencies leasing individual buildings. Appropriate information is gathered to compute costs, expedite leasing agreements and updates/revisions. There are also 3 physician cottages and 4 physician apartments available for access by the hospital’s medical staff. Annual lease renewals are processed.

EQUIPMENT
Operates and uses a variety of office equipment including a PC, network printer, typewriter, shredder, photocopier and fax machine to draft and finalize documents and information.

POLICIES AND PROCEDURES
Coordinates the review and/or update of the WeSH Procedure Manual as well as those policies affecting the administrative area. This involves maintaining a hospital wide database, preparing regular reports of policy due dates, and following policies through the review, approval process, distribution and posting accordingly.

MEMBERSHIPS
Is responsible for coordinating the Hospital’s yearly membership requests to organizations. Confirms necessity of membership and ensures proper documentation is submitted to OMHSAS for approval.

SIGNATURE AUTHORIZATION
Maintains up-to-date facility signature authorization files and takes action to submit correct paperwork when revisions are necessary and provides annual update to the Division of Management Services.

Local Violence Assessment Team (LVAT)- Performs all duties in preparing investigation paperwork as directed by the HR Director, for usage in the LVAT meeting.

OTHER RELATED DUTIES

The position uses the mapper system to pull work orders, print to the maintenance office and updates information to the work order during the absence of the Maintenance Secretary.
Makes training and travel arrangements for Chief Operating Officer.

When surveys, audits or special meetings occur at the hospital, this employee will schedule rooms for use, arrange for necessary equipment, procure keys, and notify appropriate staff of entrance and exit conferences.
Compiles data for inclusion in statistical reports that are the responsibility of Administrative Services.
Coordinates records management for Administrative Services.
Transmits work assignments and decisions of the Chief Operating Officer to staff. Handles correspondence that is confidential by nature.
Instructs substitute (backup) clerical personnel in office methods and procedures to be followed. Independently prepares and constantly updates a Manual of Office Procedures for the secretary to the Chief Operating Officer.
Initiates recommendations for improvements in clerical workflow and office efficiency.


Performs other related duties as needed.
Processes orders for services and supplies via the SAP EB Pro Requisitioner process necessary to support the efficient and effective operation of Administrative Support Services.
Provides back-up support for CEO secretary, SRS secretary, and Clinical Services secretary in their absence. This consists of phone coverage, mail, meetings, and other clerical duties as needed.

Obtains and maintains CPR Certification and utilize skills as necessary.



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.

Consults with supervisor on prioritation of work or projects.

The employee shall seek assistance and guidance from the COO in resolution of problems etc.

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.  

 
5.  

 
6.  


Essential Functions
: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
 
 1. Work overtime as required; subject to emergency call in.
 2. Read, write and communication orally in English.
 3. Establishes and maintains effective working relationships with other staff, and the public, to obtain/relay information.
 4. Collects, organizes, and analyzes data for reports.
 5. Expresses ideas clearly and concisely, orally and in writing.
 6. Answers telephone and relays messages.
 7. Operates and uses a variety of office equipment including computer, photocopy machine, etc.
 8.
 9.
 10.