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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00008264 |
Description Activated On: 4/16/2026 8:18:23 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. Provide administrative support for the Safe Drinking Water Program and act as lead worker for Waterways and Wetlands Program, in the Southwest Regional Office. |
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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. Provide support as a lead worker to the region’s clerical permitting staff for two programs. This includes the assignment of all clerical tasks (mail, processing permit applications, follow up for deficient permit applications to adhere to deadlines for processing, PA Bulletin submissions, OnBase submissions, check transmittals, phone coverage, etc.) and training on DEP specific programs such as eFACTS, WMS, PADWIS and OnBase, and general training on MS Word, Excel, Outlook, and Adobe Pro. Perform administrative and pre-technical review of the following permit types: Water Supply, NPDES/WQM Part II, and Water Allocation. These independently performed reviews consist of determining the application type for water supply (new, major, minor), and water allocation (modification, main, subsidiary); assigning permit numbers; logging the application into eFACTS and/or the WMS system; creating or updating client/site information; and generating completeness review letters. Submit PA Bulletin permit notifications, hearing notifications and public meetings for publication. Requests for comment letters are generated and their return tracked into the eFACTS system. Perform reviews of Public Water Supply transfer applications, which include completing a case history to determine if other permits need transferred and creating/updating client/site information in eFACTS. Background checks are conducted where necessary and permit history files updated. Answer questions from design engineers on the application process, determination of type of application, and application content. Review permit reports weekly and report application changes to the Technical Services Section Chief and Program Manager. Work with permit reviewers to keep status on track. Perform data entry into the eFACTS and WMS application processing systems. Troubleshoot problems between eFACTS and PADWIS. This includes updating eFACTS and creating links between client, sites and primary facilities. Worth with IT staff from Central Office when needed. Serve as Site and Client Verifier for the Southwest Safe Drinking Water Program. Create new sites and clients as needed. Create client/site relationships required for PADWIS. Assign Public Water Supply Identification Numbers (PWS) to new water supply system in the region (except for bottled or vended water). After PWS numbers are assigned, perform a check in the eFACTS system for possible site and/or client records. If one exists, create the AKA in the client record and create a site/client relationship. If no records exist, create a new site and/or client with the correct links. Provide administrative assistance for Pennvest projects to include typing, filing, data entry, and meeting scheduling. Utilize the Pennvest online system to perform data entry upon completion of review by technical staff. Maintain hard copy and electronic Pennvest records. Monitor project progress and update records accordingly under general direction of assigned technical staff. Prepare summaries of Pennvest planning consultation meetings, attended by assigned technical staff, from hard copy notes. Maintain and distribute summaries in accordance with program work processes. Update and create permit history files as Word documents listing the complete history of the public water supplier. Update the public water supply shared server. This server holds issued permits and files for each public water supply system in the region. It also houses technical guidance and typing folders for each regional staff member. Prepare reports and statistics as requested. Create MS Excel spreadsheets and PowerPoint presentations for program projects at the direction of the program management. Organize, file and/or prepare water supply and water allocation files for scanning, which includes digitizing paper documents and creating start sheets for OnBase scanning uploads performed at the region or by an outside contractor. Final type all regional correspondence; schedule meetings and conferences for water supply staff. Log all payments received for fines and penalties into the One-Write system. Answer phones, screen calls, take messages and direct calls. Provide information on program and activities involving the drinking water program. Mail or email application packages, manuals or literature as requested. Date stamp and distribute incoming program mail. Prepare outgoing mail, including certified and interoffice mail. Respond to requests for public information through the File Review system. Promotes the Department's mission. 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. 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. Routine program work decisions are made independently, with guidance provided by the Program Manager or Clerical Supervisor when non-conforming situations occur. Lead work decisions are made independently with guidance from the Clerical Supervisor and regional administration. Employee will provide input to the Clerical Supervisor 2 for employees EPR’s and provide insight as to ways to implement or improve current processes. |
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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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