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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00008681 |
Description Activated On: 5/18/2026 9:24:47 AM |
Position Purpose: Describe the primary purpose of this position and how it contributes to the organizations objectives. Example: Provides clerical and office support within the Division to ensure its operations are conducted efficiently and effectively. The goal of this position is to provide administrative support services to the staff of the Elk State Forest District #13 office by preparing all personnel, purchasing, and budget documents for the Forest District Manager's signature. Interpret Bureau and Department procedures and policies to ensure all District personnel are properly following. Recommend to the Forest District Manager and implement procedures to more effectively and efficiently manage the District 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. Personnel: Assist the District Forester, as directed, in all matters of general administration Keep the District Forester advised of work progress, issues, and conflicts on a regular basis Immediately inform District Forester of any situation, which is not of routine nature Initiate and prepare personnel transaction documents and maintain personnel records for Forest District 13 Maintain a general knowledge of the State's health options, Life Insurance, Worker's Compensation, Credit Union, and Retirement Programs and non-standard work schedule to advise and assist District employees Responsible for completed paperwork and documentation associated with hiring, transfer, resignation, etc. including correspondence with appropriate Human Resource staff. Procurement: Track and/or coordinate all purchases made by approved district personnel Independently prepare purchasing documents Maintain a proficient understanding of Bureau, Department, and Commonwealth rules, procedures, and policies associated with purchasing to properly prepare documents for Forest District Manager review and signature Prepare necessary purchasing documents through the SAP system, which include Shopping Carts, Purchase Orders, RFQ's, Service Purchase Contracts, etc. Initiate and solicit bids for the purchase of services, supplies, and/or equipment Prepare Bid Invitation Proposals, review and award bids, prepare tabulation of bids and forward to bidders Maintain inventory of all office and cleaning supplies and order based on needs. Audit, code, and reconcile all invoices for Forest District Manager review and signature, before submitting for payment either through the Advancement Account or directly to the Comptroller's Office. Complete Goods Receipt for those invoices that go through the SAP system Responsible for maintaining, auditing, and reconciling the district's assigned Credit Cards. This includes doing daily verifications through the US BANK, verifying purchases are accurate and within purchasing guidelines. Reconciling credit card statements to make sure all purchases are accounted for and answering any audit requests. Liaison duties between the District Office and various vendors regarding invoices, shipment, and payment problems. Performs related work as required Budget: Prepares annual budget sheets for Forest District 13 and does periodic projections for the fiscal year Maintains the District ledgers using SAP for general operating funds, Snowmobile, Regeneration, Dirt and Gravel, CFM, Fire, etc. Manages all expenditures made by District personnel with reference to available budgeted funds for special projects; and prepares and maintains budget request for year-end encumbrance report. Performs related work as required Additional Duties: Maintain Administrative Manuals and remain proficient with all procedures and updates. Advise Management Staff on changes. Serve as the district's joint Training Coordinator which includes distributing training information, certificate filing, forwarding records, etc. Maintain Revenue Transmittal Control Sheet, which lists ER-FM-T-15 permits issued, and the amounts of revenue transmitted. Act as backup Timekeeper. Explain leave entitlements to new employees. Maintain a proficient knowledge and understanding of procedures for all Human Resource processes. Provide clarification, guidance, and support to managers and staff with Human Resource needs. Maintain current Emergency Contact for district staff Understand and execute seasonal callback and lay off procedures Assist in scheduling job interviews, completion of selection paperwork and onboarding needs, etc. Travel is required for trainings, meetings, and other various work assignments. Communicates and coordinates with staff from Bureau Region, Central Office Human Resources on Workers Compensation, FLMA, etc. Any other duties assigned by the District Forester. |
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 supervisors signature. Assignments are completed independently according to work priority. Results are reviewed with a supervisor as deemed necessary or when issues arise. Assigned work conforms with established procedures, processes, administrative needs, and deadlines which the Administrative Assistant (AA) reviews for clarification and input. The AA then exercises considerable freedom to schedule, plan, and complete the work. Work is reviewed upon completion through reports, conferences, and personal observation. Special projects are assigned with general instructions on a daily or biweekly basis by District Management. Initiative should be taken to accomplish the project within the assigned timeframe. Project progress shall be reported to the assigning manager, as identified in the instructions. |
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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. Class C Driver's License 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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