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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00022840 |
Description Activated On: 11/15/2024 11:04:15 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. This position is assigned to the Business Management Office and reports directly to the Administrative Officer 3 Regional Business Manager. This position is of a technical and administrative nature involved in directing specialized administrative operations to support the program areas of the Southeast Region, which are responsible for monitoring, control and enforcement of state and federal environmental laws and regulations and pollution prevention. Work involves planning, organizing, assigning, and supervising staff. |
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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. Supervising This position specifically supervises the daily activities of the fiscal unit, which is comprised of a clerical assistant and administrative assistant, as well the clerical supervisor for the Records Management unit. Evaluates and approves leave requests for fiscal unit and the clerical supervisor for Record Management to ensure appropriate staffing is provided to support the program needs. Also evaluates leave for sick leave abuse and if appropriate, conducts counseling sessions. Meets and discusses with staff, complaints regarding performance of functions in order to resolve said problems. Conducts staff meetings with the fiscal unit for the purpose of implementing new functions, discussing difficulties, obtaining input for more effective support operation, and resolving complaints within the unit. Prepares and discusses performance evaluations with staff personnel. Reviews and updates job descriptions as necessary. Develop performance standards for subordinate staff in accordance with job description and workload requirements. Conducts investigations and/or fact finding of activities of fiscal staff or record management staff that could possibly warrant the initiation of disciplinary action, and if found to warrant action, impose such action. Meets with employee and/or Union representatives to resolve employee problems and/or differences. Attends grievance hearings and if necessary, testifies at such hearings. Schedules interviews, interviews potential candidates, and makes recommendations for selections for vacant positions. Attend training courses and technical conferences relating to program support and supervision. Accounting Reviews and approves all invoices pertaining to purchases and services for the region. Supervises all accounts payable functions: advancement account (preparation of checks for items or services to be paid locally), including bank reconciliation, VISA purchasing card and reconciliation of statements, and the payment and liquidation of encumbered documents through Central Office. Oversees accounts receivable functions: deposit of revenue received for permit applications, licenses, fines, air quality emission fees, copying services, water test kits, etc., and transmission to the appropriate fund This position is responsible for coding and allocation of budget funds and preparing specialized accounting reports as required. Purchasing Purchases 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. Contract Management 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. Ensures all procurement activities are carried out to include the procurement of office equipment such as multi-functional device 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. Budgeting Assists the Regional Business Manager in the initial preparation, development, analysis, implementation, and control of the regional budget and its components. Responsible on an ongoing basis for controlling the accounting subsystems that report and control regional spending, correcting any inconsistencies, making adjustments or resolving any issues in agreement with the Regional Business Manager. Provides technical advice and explanation to program managers on budgeting policy and fiscal procedures. Capital Equipment Inventory and Control Supervises all activities related to control of capital equipment which includes; tagging of capital equipment items; annual physical inventory of equipment; maintaining accurate files on equipment and location. Supervises surplusing or disposal of unusable equipment. Stock Room Management Supervises all activities relating to management of stock rooms and inventory control of stock. Automotive and Equipment Management Supervises all activities that relate to control, maintenance, reporting, and investigative activities for automotive fleet, including boats, used by the Southeast Region. This includes acquisition, assignment of vehicles, preventative maintenance, repairs, road service, accident investigation, replacement, repair estimates, storage, purchases, monthly and periodic management reports, and the monitoring of usage and reassignments. Records Management Will be the reviewing Officer for Records Management Unit. Will be responsible for all aspects of the Records Management Unit. Understands the Oracle database. Understand EDMS. Understands the Records Management File Review Procedures. Meets regularly with staff to review work products. Backup duty: Pick up/Drop off fleet vehicles. 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. Performs other related duties as assigned by the Business Manager. 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. |
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. Provide detailed analysis and reports for all budgetary, contractual, purchasing issues for supervisor's signature.Reviewing Officer for the Records Management Unit. |
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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: This position works in a supervisory capacity to ensure that all aspects of budgetary, contractual, inventory management, procurement and records management are met. 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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