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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00001305 |
Description Activated On: 8/5/2026 2:08:13 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 administrative support for the Bureau of Abandoned Mine Reclamation's (Bureau), Real Estate and Property Ownership Section and also serves as back-up receptionist for the Bureau. |
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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 administrative support to the Real Estate & Property Ownership Section (Section) with staff located in the Bureau's Central and Cambria and Wilkes-Barre District Offices. Acts as back-up receptionist for the Bureau's Central Office. As necessary, the duties include greeting visitors and directing them to the appropriate staff, answering the main telephone office line, screening and forwarding calls, handling routine questions and taking complete and accurate telephone messages. Inputs and tracks all appropriate program real estate activities into eFacts which includes consents, easement requests, Eligibility Determinations, Finding of Facts, Public Notices, correspondence, and investigations. Specifically tracks the status of property owner warning and forced-entry letters, Finding of Fact and Public Notices which are time sensitive. This requires the ability to recognize and interpret a variety of input data (verbal, notes, memorandums, agreements, appraisals and emails) to resolve any conflicts in the data. Verifies that all information is correct. Assists with administratively reviewing and preparing Findings of Fact and Public Notices which are time sensitive and, at the appropriate time, initiating the required contact with the Environmental Hearing Board regarding appeals. Also, responsible for preparing any other correspondence including letters, memorandums, etc. for the Section. Assures that all correspondence is reviewed by the Bureau's Central Office Administrative Officer prior to finalizing. Responsible for logging and transmitting Consents for Right of Entry (Consents) for Abandoned Mine Lands (AML) Program funded construction projects to the Department’s General Law Division for approval. Appropriately logs approvals and disapprovals received. Verifies that all submitted Consents are returned. Generates eFacts sorts and printouts as needed and when requested to determine when all real estate work is completed on AML and AD/BD projects so that property clearance action can be initiated. Informs the Construction Contract Section to proceed with the project work for AML-funded projects upon receipt and approval of all required information to include informing the field offices of all AD/BD construction projects. When required, coordinates project site Eligibility Determinations to ensure that they are complete and timely and obtains legal approval. Prepares Consents for Right of Entry documents for property owners - including, but not limited to, project description, maps, and, as required, insurance information. When required, attaches proper notary and signature pages (individual, corporation or government). Reviews Consent for Right of Entry documents prepared and executed by others to determine completeness and adherence to requirements. SIS Coordinator for the Bureau’s Central Office. This includes creating monitoring points and inputting water sample results into SIS after received from the Bureau of Laboratories. At the direction of the Bureau's Central Office Administrative Officer, manages record retention files to be purged by planning and organizing Bureau’s Central Office files to be shredded or arranges files to be sent to storage at the State Records Center. Creates and maintains a schedule and coordinates pickup to adhere to Document Processing’s Record Retention guidelines. For the Section, completes all filing and creates new folders as necessary per electronic filing standards. Provides suggestions to change guidelines when appropriate. Promotes and exemplifies the Department’s Mission, Vision, and Values in all aspects of work performance and professional conduct. Advances DEP’s strategic priorities through collaboration, commitment to data-driven decision-making, delivery of high-quality customer service, and active participation in modernization and continuous improvement initiatives. Inputs, maintains, and updates data in prescribed formats to meet data quality standards established through guidance, training, policy, and procedure across all DEP electronic data systems. Responsibilities include ensuring the accuracy, completeness, consistency, and integrity of all entries, as well as utilizing available system tools and validation processes to minimize duplicate records and data quality issues. Complies with all applicable laws, regulations, policies, procedures, guidance, and training requirements related to assigned duties and DEP electronic data systems. In conjunction with the supervisor, participates in knowledge management and knowledge transfer efforts by identifying key aspects of assigned duties and proactively sharing knowledge with other employees to support continuity of operations and organizational effectiveness. Develops, maintains, and annually updates a comprehensive desk manual documenting essential duties, standard operating procedures, workflows, system processes, key contacts, reference materials, and other critical operational information necessary to support continuity of operations and effective knowledge transfer. Employees are responsible for ensuring desk manuals remain accurate, current, and accessible in accordance with Department requirements. Updates desk manual as procedures change in the Bureau and throughout the Department. This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employee will be required to follow any other job-related instructions and to perform any other job-related duties requested by their supervisor. |
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. Decision making fluctuates daily as different assignments are completed. When in question, discusses with the Administrative Officer to ensure consistency and successful 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. 5. 6. |
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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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