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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00023984 |
Description Activated On: 9/10/2025 10:59:37 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. Under the supervision of a Clerical Supervisor II, this complex clerical position is located in the Central Collections unit. Provides all clerical and office support for file research within the Division to ensure operations are conducted efficiently and effectively. |
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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. Responsible for receiving and processing Building Plan submissions on a daily basis through the mail system, online GoPost portal and in-person drop offs. Responsible for maintaining Mail Log spreadsheet and storage of plan submission in an organized manner for retrieval by plans examiners. Maintains a monthly spreadsheet for the use of the Building Division Chief, detailing the project breakdown for all incoming projects. Responsible for communication with customers via telephone or email, to follow up if project submission is incomplete or missing key information. Answers all incoming calls to the Building division and directs them to the proper person. Responsible for clerical support to the UCC Building Plans Examiners and Field Inspection Staff. Requires a working knowledge of how the UCC is applied, related to jurisdiction with local municipalities. Organize, track and distribute Bureau mailings to Field Inspection Staff, and customers. Responsible for all outgoing mail from the Building Division. Assists in Optic System scanning processes and quality assurance program for various Bureau Program Areas. Responsible for extensive file research for all public requests for information on approved buildings. Researches mainframe, computer application systems, microfiche and hard copy file systems. Answers all calls, emails and letters requesting information. Responsible for reproducing architectural plans/construction plans from microfilm as requested and mails to the customer. Responsible for requests from customers for duplicate occupancy permits. Reviews forms and fees and assures the form and fee is correct according to established business processes of the bureau. Assists customers with forms, information and prices of duplication fees. Responsible for building hard files onto computer system so duplication of occupancy permit can be produced. Responsible for opening and analyzing each piece of mail received in the bureau as to which unit within the bureau should receive the application or correspondence. Responsible for bureau wide mail cart to deliver and receive mail from the L&I mailroom. Ensures mail schedule is punctual twice daily and processed in the most efficient and expeditious manner. Knowledge of all the bureau’s fees and forms. Responsible for making independent decisions as to which bureau code to input all checks received daily and entering the checks into the bureau’s related software. Extreme accuracy required for input of checks to assure they are coded to the correct unit. Responsible to retrieve work processed by Revenue, research and process the checks they could not input due to missing invoice or incomplete information. Distribute letters sent to the Bureau Divisions. Sort invoices revenue input and deliver to the correct program area within the Bureau. Assists supervisor in processing daily check report, ensuring all totals equal what was entered into system. Assists supervisor regarding all non sufficient/stop pay checks, generates a form letter and distribute to the proper program area within the bureau. Updates system when replacement check is returned to the Bureau. Responsible for researching checks received with no invoice or documentation to determine how to process. Contacts customer via phone or letter for more information. Responsible for the process of posting (crediting) approximately $1.2 million annual receipts to the payer accounts and generating reports through two reporting and remittance systems relative to hazardous chemicals. Utilizes an electronic numbering machine, assigns a unique processing number to each payment received and duplicates the processing number to each piece of correspondence associated with the payment. Records these numbers on a daily log sheet; enters daily remittance report in SAP for comptroller's use. Monitors for questionable and problem receipts, handles and/or forwards same to the appropriate personnel for resolution. Responsible for the maintenance portion of the remittance systems which includes, 1) verifying payments on request; 2) inputting/correcting mailing addresses; 3) correcting payments to the appropriate database as requested by employers and/or the supervisor; 4) updating exemption status on facility records; and 5) generating invoice copies upon request. Resolves issues by researching accounts on the remittance systems and comparing money received to reports filed and/or through telephone contact with the payer's accounting department. Initiates the appropriate actions either via paper or electronic means to resolve identified issues. Data keys Tier II and TRI reports filed by facilities lacking computer/internet access; scans and uploads report documentation as necessary. Reviews Tier II submissions for compliance. Also serves as a clerical support backup for LI-TRI data processing system. Responds to telephone inquiries on compliance matters and processing guidance relative to reporting requirements under SARA Title III and the Hazardous Material Emergency Planning & Response Act (Act 165 of 1990). Provides telephone support to facility submitters to assist them with the online Tier II reporting process. Handles requests for forms/publications and other materials from employers, facilities, community members, and emergency response organizations. If unable to provide requested information/assistance, routes the caller to the appropriate personnel. Prepares outgoing material, i.e. types envelopes, generates invoices and/or labels, packages materials, and other related duties. Assists in outreach efforts, bulk invoice and reporting mailings, typing assignments, special projects and other duties as assigned by the supervisor. Provide cross training and guidance to new employees as well as co-workers as needed. Performs duties at Collection window to handle any questions from customers or co-workers. Assists in other program areas within the Bureau as needed. Perform other duties as assigned. |
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. Works independently following guidelines, established regulations and procedure in carrying out duties and responsibilities. Exercises independent judgment/decision-making in a variety of processes, the actions to be taken and the timely completion of assignments, all in accordance with the laws and regulations. |
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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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