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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00010707 |
Description Activated On: 10/21/2025 1:23:15 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 clerical and office support for Gifford Pinchot State Park to ensure that office operations are conducted in an efficient and effective manner for the public, the park employees, and the Bureau’s mission. Responsible for greeting the callers and the visiting public, as well as providing them with assistance and information throughout the year. Assists the park’s administrative assistant and other staff with a wide variety of clerical related tasks. |
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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. COMMUNICATIONS Answers phones, takes messages, routes telephone calls to the proper person, and operates the park’s base radio to communicate with field personnel during emergencies and non-emergencies. Maintains information posted for the public in park office. Monitors the park’s general email account, prints Department memos for posting, responds to routine questions, and disseminates information to appropriate park staff. Receives, stamps, sends, sorts, and distributes postage and electronic mail. Updates information on the park’s webpage as requested. AGREEMENTS & CONTRACTS With the assistance of park management or other appropriate staff, is responsible for inputting, printing, mailing, processing, distributing, and filing the following: Concession Lease Agreements, other lease agreements, Special Activity Agreements, Letters of Authorization, Short-term Concession Agreements, Commercial Use Licenses, Liability Releases, and all other processes associated with park agreements. Monitors the due dates for required payments and paperwork to be submitted for park agreements (e.g., Special Activity Agreements, Letters of Authorization, Occupancy Agreements, Concession Agreements). Facilitates correspondence with the park’s concessionaires and contracted vendors, ensuring that the park’s business with each company is current by collecting and tracking payments, ensuring credits from the park are recorded, and bringing contract compliance issues to park management’s attention. TIMEKEEPING Collects employee timesheets on a bi-weekly basis. Ensures accuracy and completeness of timesheets, asking questions of an employee if clarity is needed. When questions about an employee’s timesheet remain after employee offers answers, will bring to the attention of their supervisor when the supervisor signs the timesheet. When alternate funding sources are available for specific types of field work, ensures that an employee’s hours are coded to that funding if the nature of work completed in those hours meets the criteria for the alternate funding. Enters employee work hours into the Commonwealth SAP system within established bi-weekly deadlines. Tracks earned compensatory time for each employee on an individual Excel work sheet. Informs employees of the comp time they have available, and makes the employee aware of when the time will expire and no longer able to be used. REPORTING Assists in inputting data to the park attendance database on a monthly basis within establish monthly deadlines. Keeps track of the park’s vehicle fleet usage by completing the following tasks on a monthly basis, within established deadlines: collecting each vehicle’s Monthly Automotive Activity Report mileage sheet and ensuring that they are complete, entering the mileage for each vehicle into both the Vehicle Management System (VMS). Upon receiving the mileage sheets, brings noted discrepancies or questions about the mileage reports to the attention of park management. As needed, serves as a contact for the park’s E-ZPass accounts with the Pennsylvania Turnpike Commission. With park management’s direction: manages which vehicles the E-ZPass transponders are assigned, replaces or requests new transponders as needed, reconciles charges to accounts, makes contact with PA Turnpike to correct violations and discrepancies. STAFF SUPPORT Assists with training seasonal clerical staff and seasonal ranger staff the operations for both the Park Office and the campground Contact Station. Helps coordinate the work effort of the park’s clerical staff, providing needed supplies and information for seasonal clerical staff involved with visitor services. Assists the Administrative Assistant in maintaining an inventory of supplies, brochures, park publications, permits, and volunteer/staff shirts. Annually collects the staff’s uniform orders and provides them to the regional office. Serves as point of contact for any uniform-ordering issues (incorrect sizes, non-delivery, etc.) that may arise. ADMINISTRATIVE SUPPORT Assists the park’s Administrative Assistant with the maintenance of the park’s filing system, the retrieval of e-mail and items from various shared file folders, correspondence, providing employment information, and variety of other tasks as needed. As needed, enters expenditures into the park’s ledgers, ensuring that proper justifications are printed and attached to each purchase. Additionally, will assist in the tracking of expenses and usage as they relate to a specific area of park operations (e.g., costs for sewerage operations, chemical purchases, electricity costs). With the assistance of the park managers or regional staff, serves as a backup to the park’s Administrative Assistant and coordinates the accomplishment of essential duties such as payroll, purchasing, and leave record input. Keeps abreast of basic processes and procedures relating to these duties by attending administrative workshops and works with the park’s Administrative Assistant as needed. RESERVATION SYSTEM Utilizes the Bureau’s online reservation system, maintaining a proficiency with the software by staying aware of updates and making required updates to the system. Uses online reservation system to create or manage reservations for park facilities, including campsites, group campsites, cottages, yurts, modern cabins, and pavilions. Will monitor incoming reservations and facility availability. As needed, will make requests to the Bureau's reservation specialists to change the availability of facilities or block specific facilities for the purpose of required facility maintenance, staff trainings, and other park-specific needs. Will communicate issues with the reservation system, specific reservations, or specific customers to the Bureau's reservation specialists. Prints arrival reports for facilities and provides check-in information to rangers, maintenance personnel and managers when needed. Communicates with park managers regarding issues, comments, complaints, problems, or foreseeable problems regarding park reservations. Monitors cabin reservations and checkouts, making the park's contracted janitorial service provider aware of scheduled cleaning needs. Will communicate billing issues and facilitate regular communication with janitorial service provider. Monitors customer “cabin survey” sheets for reported maintenance issues, and notifies maintenance staff of issues or potential issues. Monitors reservations and checkouts for the park’s yurts and cottages, making the park's maintenance staff aware of scheduled cleaning needs. Monitors customer “cabin survey” sheets for reported maintenance issues, and notifies maintenance staff of issues or potential issues. Utilizes the online reservation system to receive payments from customers, receive donations to the park, make points of sale, process and track refunds, print receipts, prepare and submit deposits, prepare transmittals of revenue, and reconcile revenue received daily and monthly. When reconciling cash drawers, documents and alerts park management to discrepancies. Utilizes the online reservation system to administer and collect fees for boat launch permits, maintains launch permit records, and advises visitors of State Park and Pennsylvania Fish & Boat Commission requirements for boating on Pinchot Lake. Inputs, prints, mails, receives, and processes mooring agreements for the park’s boat mooring program. Utilizes the online reservation system to manage the park’s mooring program by maintaining mooring records, determining fees, receiving payments, processing refunds, and updating records. Manages contact with boat mooring customers by drafting and printing correspondence and information sheets, maintaining waiting lists, helping prospective lessees complete applications, and answering questions regarding processes and procedures. As required, performs other duties related to park operations. |
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. Completes reports and other tasks related to visitor services without specific direction from a supervisor. This is done by staying familiar with a variety of procedures, policies, and regulations that govern the tasks assigned. When the employee is not sure how to proceed or when a new situation presents itself, the employee seeks additional guidance from Park Management or the park’s Administrative Assistant. |
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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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