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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00004830 |
Description Activated On: 9/24/2026 12:23:32 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 Regional Business Manager for the Southeast Region. The incumbent in this position functions in a complex organization in which many programs are administered, community requests are addressed, and DEP regulations are implemented and enforced. This incumbent researches, organizes, plans, implements, and monitors all functions of the administration support services in order to insure that budget items, supplies, personnel issues, contract needs, vehicles, and the general day-to-day operation of the agency are maintained at a high standard. |
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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. The incumbent must understand and promote the four pillars of the DEP Vision - Operational Excellence, Climate Leadership, Cultural Competence and Environmental Justice. Budget - Preparation and submission to Central Office budget requests for funds required to operate the Regional Office. Determines the priorities for spending the available funds in order to meet the regional needs. Purchasing – Provides backup to the Administrative Officer in Fiscal performing the following duties: Supervises all activities that relate to purchasing which include: purchasing equipment and supplies for the regional office; purchasing items on state contract and maintaining filing system of state contracts; preparation of all purchasing documents and vendor selection for purchases not on state contract or under bidding regulations. Reviews and approves all purchasing documents either manually or electronically through the SAP/SRM system to ensure proper purchasing procedures were followed. Inputs appropriate data in a prescribed format to meet data quality standards set forth by guidance, training, and policy across all of DEP’s electronic data systems; to include ensuring accuracy and completeness of entries, and where available, the use of system specific tools to ensure duplicative entries and data quality issues are minimized. 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. Contract Management Supervises and is alternate for all activities that relate to contracting, which include: Emergency Contracts: preparation of contracts for environmental emergencies such as the cleanup of oil spills or contaminated public areas and the disposal of hazardous materials. Service Purchase and Miscellaneous Encumbrance Contracts: preparation of contracts for services that include operational needs such as building or equipment maintenance, voice mail and mobile telecommunications, temporary personnel services, etc.; and preparation of contracts for technical services such as contaminated site cleanup, installation of monitoring wells, and interagency agreements for site sampling, monitoring and cleanup. Supervises activities that relate to the procurement of office equipment such as fax and copy machine leases. Supervises all activities that relate to the contractual bidding process which include: bid preparation, public notification of bid proposals, opening of bids; and selection of bidder-award contract based on Commonwealth contractual laws and regulations. Advancement Account - Directs the operation of an advancement account which permits the local purchase of and payment for goods and services under certain specific conditions. Accountable for all funds processed through the advancement account. Responsible to see that advancement account transactions are fully documented and consistent with Commonwealth, and Agency policy. VISA Purchasing Card - Directs the operation of all VISA purchases and reconciliation. Accountable for all funds processed through the VISA account. Personnel – Directs the review of all personnel actions including payroll, overtime, and complement control to ensure they are consistent with all requirements of Civil Service, Collective Bargaining, Affirmative Action, Commonwealth Personnel Rules, and Environmental Protection policies. Automotive - Directs and monitors the use of state vehicles to insure that their use is consistent with Commonwealth and Agency policy, rules, and regulations. Records Management – Directs and monitors the functioning of all the 90,000 + hard copy, 100,000 microfiche, and aperture cards. Clerical Support to all environmental programs - Provides clerical support to the technical staff in the environmental programs in the southeast region. Carry out the objectives, established in accordance with Environmental Protection objectives and approved by the Regional Director, through the Employee Performance Review (EPR), Performance Evaluation System. Establish activities and outputs, where appropriate, for each objective and evaluate the performance quarterly through EPR reviews. Coordinates the activities of the units, which involve multiple disciplines, to insure they are working toward the attainment of similar goals and objectives and resolving conflicts between units. Coordinates the activities of the units with other organizational units. Plans and organizes work, assigns work, establishes work priorities, sets goals, and reviews work performance. Interviews prospective employees and recommend employee selection. Interprets rules, regulations, policies, procedures, standards and objectives of the organization or program objectives. Evaluates training needs and develops training plans. Responsible to see that the space needs of the Region are met. Continually evaluates and adjusts space assignments as required by the changing needs of the Regional Programs. Consults with and directs Regional Managers in the development of efficient space management practices within their areas. Oversees the operation of the Records Management Unit, Clerical Support, Fiscal Unit, Personnel Unit, and Telecommunications which provide all of the administrative support for the Regional Programs. Constantly reviews the quantity and quality of administrative support. Identifies problems, directs and monitors these units in resolving these problems. Constantly monitors administrative support functions to determine if the available technical and staff resources are being used in the most cost effective manner. Responsible for logistical arrangements for public meetings and hearings. Works with program staff in preparation and processing of public notices and press releases. Provides assistance to the Regional Director in administrative or program related areas, as required. Provides Regional Director with all information he or she requires regarding fiscal and administrative matters. To act on behalf of Regional Director’s in his or her absence. Generally responsible for the daily operation of the Regional Office, including hours of work and decisions modifying such operations or hours when extraordinary local conditions require such modification. Chairperson for the Evacuation Committee and Disaster Committee which includes creating and updating the Disaster Plan for the Southeast Region, Bomb Threat Procedures, and Fire Evacuation procedures. Conducts regular meetings of the Evacuation Committee and the Disaster Committee in order to determine the effectiveness of evacuations conducted in the region. Works with the Fire Marshal, Norristown Police and Central Office to ensure procedures and regulations are adhered to. Quarterly verify work product of staff. This position description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees 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. Broad goals and objectives are given by the Regional Director. Commonwealth and Agency policies and directives are to be implemented by the Business Manager in the Region. Work is reviewed by way of comments or progress reports concerning regional projects and during formal and informal meetings with the Regional director. Some work is assigned but most work is derived through worker’s own independent initiative and ability to discern areas that need development. Ideas are shared and discussed with the Regional Director for input and feedback. Work is assigned to subordinate personnel generally by indicating the objective that is to be accomplished, the reason why the task is required, the measures that will be used to evaluate the success of the effort and the time frames for expected results. Work is reviewed by observation, review of progress reports, consultation with Program Managers, and by regular staff meetings where goals, status reports, problems, results, successes, and failures are fully explored. |
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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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