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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00036010 |
Description Activated On: 9/30/2026 8:07:34 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. Provides clerical and office support for Air Quality, District Mining Operations, Land Recycling and Waste Management, Oil and Gas, Clean Water Program, Safe Drinking Water, Environmental Cleanup and Brownfields, Abandoned Mine Reclamation, and Mining Programs. |
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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. RECEPTIONIST Serves as receptionist with related duties including, but not limited to: --Processes incoming and outgoing mail. Does mail pickup and delivery at various times of day. --Files inspections, SIS reports, complaints, and correspondence for the mining program. --Answers incoming telephone calls and provides information requested or forwards call to appropriate individual. --Greets persons entering office and provides requested information or refers to proper bureau or agency. This requires knowledge of the technical programs of each bureau. --Completes proper forms when receiving complaints from the public, for referrals from other bureaus and state agencies, or legislators. --Sells homeowner water kits for bacteriological testing. WORD PROCESSING --Handles special projects for word processing when requested. When necessary, assists staff in researching and locating various statistics to complete assignment. --Types letters and documents on a personal computer from handwritten or electronic drafts into draft or final form. Reviews handwritten copies for legibility, format, grammar, completeness or other discrepancies when submitted for typing. Brings discrepancies to the author’s attention and corrects before typing. --Proofreads letters and documents to ensure that information is grammatically correct, complete, consistent, and adheres to agency policies. --Separates and distributes file copies of typed material to appropriate people. Ensures enclosures or attachments are included with correspondence prior to mailing. --Maintains copy of finished documents for six-month period for verification of work accomplished. --Maintains word processing filing system by coding and storing correspondence and pertinent printed material on internal servers and office SharePoint. SIS --Creates SIS headers consisting of general site information, specific monitoring point information, field tests, flows, sample locations, weather conditions, and comments. --Creates monitoring points by searching latitude and longitude in the system. --On a daily basis, requests SIS analyses and updates book. Copies analyses and distributes to appropriate staff. Requests Missing Header Reports. If headers are missing, researches problem and makes corrections. --Requests Missing Results reports on a weekly basis. Researches problem situations. POND CERTIFICATIONS --Conducts administrative review of pond certifications checking for required number of copies, use of correct form, and original signatures of registered professional engineer and permittee or responsible official and dates. --If all required information is submitted, pulls SMP file and gives to engineer to review, along with pond certification. On return from engineer, type memo, make and distribute copies. Add to pond certification database. --Tracks annual impoundment certifications in eFACTS. Notifies the Inspector Supervisor and the Mine Conservation Inspectors of certifications overdue and coming due. MIDTERM REVIEWS --Compiles a list of midterms to be reviewed on a quarterly basis. Notifies on a monthly basis the appropriate inspector that a midterm must be completed. Upon return of the midterm, forwards the review sheet to the technical staff for letters. Distributes and logs final letters. COMPLAINTS --Receives and processes complaints received and forwards complaint to appropriate staff for investigation. --Logs, tracks, and acknowledges complaints received as set forth by the guidelines established by the Secretary's Directive. --Retrieves data and develops reports from the Complaints Tracking System for management and supervisory staff. --Closes out complaints in Complaints Tracking System. Sends a copy of the complaint to the operator. --Attends meetings with other District Service Representatives to exchange information and develop solutions to mutual problems with the tracking system. PURCHASING --Must have thorough knowledge of state contracts to ensure items are purchased in accordance with contract regulations. Upon request, determines whether items to be purchased are on a state contract by reviewing available contracts and contacts vendors to verify information. If unable to determine if item is on contract, contacts Purchasing Section in Harrisburg for guidance. --All purchases must have the Clerical Supervisor’s and District Mining Manager’s approval. --EPR (Electronic Purchase Request) is required on all purchases, with a few exceptions. This includes determining the vendor and the appropriate coding. --Once EPR is approved, calls and places order if a purchasing card is accepted. Closes EPR upon receipt of item. --If item is not on contract, searches through available catalogs, the Internet, or contacts known vendors for item to verify price, shipping costs, etc. Places order once all information is obtained and EPR is approved. --Processes all invoices for payment. Verifies amounts and determines if all required information is included. If errors exist, contacts vendor and documents on invoice date of contact, to whom, and reason for correction. Provides justification. Ensures proper funding codes are used. --Obtains bids from approved vendors for court reporting services for public hearings. Reviews bids and selects lowest bidder. Prepares paperwork, if needed, otherwise notifies the vendor that its bid was accepted and makes appropriate arrangements. --Maintains database for all purchases/invoices for all programs. Provides a monthly report to the District Mining Manager on expenditures. --Maintains spreadsheet of all grant purchases. Verifies amounts are evenly divided. --Maintains a corporate MasterCard account for purchasing. Involves recording purchases and justifications for audit purposes and verifying accuracy of monthly MasterCard statements. Allocates MasterCard charges in the US Bank MasterCard account maintenance system. OTHER -- Conducts administrative review of Notices of Intent to Explore and processes. Assigns a number, enters in eFACTS, types a letter of approval, and sends to company. Processes blasting activity permits and permits by rule for blaster’s review. On a monthly basis, types letters to companies requesting annual POPs. Update eFACTS with POP dates. --Prepares district-wide coal license list, noncoal license list, consultants list, and personalized license lists for individual inspectors on a quarterly basis. --For incidental coal removal sites, sends a reminder each December to all operators who have removed coal on noncoal sites notifying them that their annual reports are due at the end of January. Tracks Incidental Coal Annual Reviews and lets Inspector Supervisor know if annual reviews are overdue. Maintains database of noncoal operators approved to remove coal. --Prepares header information on production reports and forwards to appropriate operators. --Enters production information into the Mineral Production System for coal and industrial minerals surface mines, GFCCs, and preparation plants for inclusion in the annual state report. --Maintains a Service Directory that includes contacts for all bureaus, municipalities, and Sewage Enforcement Officers. --On a monthly basis, requests AVS inspections. Updates eFACTS to delete unnecessary subfacilities. Checks for overdue AVS inspections. --Purges inactive/dead files and prepares them for scanning into OnBase for records retention purposes. --Prepares used toner cartridges for shipment for recycling. --Proofreads permits for accuracy. --Responsible for entering information into the pre-blast survey database. --Prepares Transmittal of Revenue using appropriate codes and forwards checks and form to the Department of Revenue. --Maintains a desk manual of the various functions of this position. Updates instructions as changes occur. --For budgetary purposes, records time spent on work assignments in CATS using appropriate funding codes. --Promotes and exemplifies the Department’s Mission, Vision, and Values in all aspects of work performance and professional conduct. --Advances DEP’s strategic priorities through collaboration, commitment to data-driven decision-making, delivery of high-quality customer service, and active participation in modernization and continuous improvement initiatives. --Inputs, maintains, and updates data in prescribed formats to meet data quality standards established through guidance, training, policy, and procedure across all DEP electronic data systems. Responsibilities include ensuring the accuracy, completeness, consistency, and integrity of all entries, as well as utilizing available system tools and validation processes to minimize duplicate records and data quality issues. --Complies with all applicable laws, regulations, policies, procedures, guidance, and training requirements related to assigned duties and DEP electronic data systems. --In conjunction with the supervisor, participates in knowledge management and knowledge transfer efforts by identifying key aspects of assigned duties and proactively sharing knowledge with other employees to support continuity of operations and organizational effectiveness. --Develops, maintains, and annually updates a comprehensive desk manual documenting essential duties, standard operating procedures, workflows, system processes, key contacts, reference materials, and other critical operational information necessary to support continuity of operations and effective knowledge transfer. Employees are responsible for ensuring desk manuals remain accurate, current, and accessible in accordance with Department requirements. This job 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 perform any other job-related duties requested by their supervisor. |
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. Employee establishes timelines for project completion. Periodic reports and status of assigned projects are reviewed by supervisor. Day-to-day work is performed independently. Regular discussions with supervisor and manager occur to clarify matters when necessary. |
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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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