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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00018005 |
Description Activated On: 12/1/2025 12:13:02 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. A skilled position responsible for assisting the Forest Nursery Operation Manager and Sign Shop Manager in performing a variety of purchasing, budgeting, fiscal, administrative, human resources, and clerical work in the pursuit of the Department, Bureau of Forestry, and Penn Nursery section. |
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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. Procurement, Budget, and Financial Administration: - Works with the Nursery Operations Manager to develop and maintain an annual, prioritized nursery spending plan to ensure projects and priorities are sustained across fiscal-year budget cycles. Provides managers with budget recommendations to align purchasing and discretionary expenses with ledger balances, spending rates, and fiscal-year goals. - Assists the Nursery Operations Manager in identifying upcoming fiscal-year budget needs and preparing budget estimates or statistical summaries for leadership and Central Office as required. - Manages the Penn Nursery budget and administers grant funding from organizational partners to support Nursery, Bureau, and Department objectives. Prepares periodic fiscal reports for the Nursery Operations Manager to track expenditures of available funds by budget category. Keeps the Nursery Operations Manager informed of all budget matters. - Receives, audits, and codes all purchase orders, utility bills, and invoices; determines appropriate payment method (p-card, Advancement account, or comptroller payment); and processes payment documentation. - Serves as primary p-card program administrator for the nursery, maintains card records, ensures proper coding and justification of all transactions, reconciles monthly statements, resolves discrepancies, and responds to audit inquiries. - Creates bid documents, solicits quotes or bids, and awards purchases within established thresholds. Conducts specialized procurement efforts as needed. - Prepares electronic purchase orders for items on statewide contracts. Maintains communication with Central Office regarding procurement issues and attends training to stay current with purchasing procedures. - Coordinates facility purchasing and maintains consistent inventory of supplies and materials. - Determines appropriate sourcing from state contracts, approved vendors, or local suppliers. Arranges purchase and delivery of goods. - Posts all expenditures to the general ledger, reconciles monthly financial reports, and maintains accurate financial records. - Serves as custodian of nursery revenue accounts (e.g., permit revenue, sales revenue). Process deposits, ensures proper fund coding, maintains revenue ledgers, and prepares transmittals. - Monitors wage, overtime, and special fund allocations for accuracy and assists with ledger entry when required. - In the absence of the Nursery Operations Manager, makes purchasing decisions within established guidelines to maintain business continuity. Uniform Program Administration: - Coordinate the purchase, distribution, and inventory of uniform items within established budget parameters. - Maintain accurate records of inventory, orders, and allocations. Process uniform requests and distribute items to program areas and districts. - Serve on uniform-related committees and participate in meetings as requested. Contract and Facility Administration - Prepares and manages service contracts such as cleaning or waste-management contracts, including bid preparation, award documentation, oversight of vendor performance, and invoice processing. - Serves as Telecommunications Coordinator, processing requests for phone line changes, equipment replacements, or related services. Human Resources Support: - Maintains personnel files and ensures confidentiality of employee information. - Requests candidate lists, schedules interviews, assists with hiring documentation, and coordinates onboarding with Human Resources. - Provides employees with state employment information as requested. - Coordinates travel arrangements for staff, enters travel expenses into SAP/Concur, ensures required documentation is submitted, and assists employees in resolving travel-related issues. - Processes work-related injury reports and submits documentation to Human Resources and Workers’ Compensation administrators. Operational and Administrative Support: - Tracks deadlines and prepares required monthly, quarterly, semiannual, and annual reports. - Maintains awareness of policy updates and informs staff of relevant administrative changes during internal communications or meetings. - Works independently to interpret and apply administrative, fiscal, and personnel policies in accordance with applicable manuals, directives, and guidelines. - Participates in training related to financial systems, HR processes, procurement, time and attendance, and other administrative topics. - Maintains cooperative working relationships with partner agencies and cooperating organizations. Reception, Public Interaction, and Revenue-Related Services - Serves as receptionist as needed, greeting visitors, answering inquiries, directing calls, and providing general non-technical information about nursery operations. - Issues nursery-related permits (e.g., wood permits, ATV permits) and ensures accurate recordkeeping and revenue handling. Timekeeping and Backup Support - Serves as backup timekeeper in the absence of the primary time and attendance staff member, ensuring timely and accurate entry of hours and related transactions. General Office Operations - Operates communication equipment in accordance with established rules and policies. - Manages mail distribution, prepares postage purchase documents, and selects cost-effective shipping methods. - Manages filing systems and ensures record retention and disposition are in accordance with Commonwealth policies. - Prepares routine correspondence and drafts responses to general information requests. - Assists with equipment inventory recordkeeping. - Operates office equipment, computers, and software proficiently. |
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. The employee works with broad autonomy and independently completes most assignments involving budget administration, procurement, personnel support, records management, and routine operational decisions. General directives are provided for larger projects or new initiatives, but day-to-day tasks are carried out with minimal supervision and require sound judgment, accuracy, and adherence to established Commonwealth, Department, and Bureau policies. The employee identifies which issues can be resolved at their level—such as researching and preparing responses to information requests, correcting administrative or financial discrepancies, resolving procurement issues within established guidelines, or coordinating routine personnel and timekeeping matters—and which matters must be elevated to the Nursery Operations Manager for final approval or policy interpretation. In the absence of the Nursery Operations Manager, the employee has limited purchasing authority to ensure uninterrupted nursery and wood shop operations. This includes authorizing purchases for essential repairs on specialized nursery equipment, obtaining fuel or supplies needed to maintain production schedules, and making other operational purchases that fall within established purchasing thresholds, guidelines, and emergency needs. The position requires reviewing applicable laws, regulations, directives, and nursery operating procedures to make informed decisions. When issues arise that are not clearly addressed by written guidance, the employee is expected to analyze available options, develop feasible solutions, and present them to nursery leadership for consideration. The employee reduces the administrative load on section managers by serving as a technical resource on budget procedures, procurement requirements, personnel processes, and administrative policies. The position frequently coordinates and collaborates with internal and external partners to ensure nursery objectives are met and may act in a lead-worker capacity for lower-level clerical staff. Decisions affecting the use of nursery resources, facilities, equipment, and permits are guided by established rules and policies; however, when non-standard situations occur, the employee provides researched recommendations to nursery management to support informed decision making. |
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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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