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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00039847 |
Description Activated On: 6/24/2026 8:53:21 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 provides limited technical program support activities for the California District Office’s Mine Subsidence Section and statewide field operations of Pennsylvania’s Mine Subsidence Insurance (MSI) Program. |
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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. Independently processes and reviews applications for the Mine Subsidence Insurance (MSI) Program for content and completeness and recommends if an engineering inspection is needed to complete the application processing. Application reviews include the following procedures: • Applies MSI guidelines, policies, regulations, and rules when reviewing applications. • Utilizes Department created and maintained GIS web maps to determine and verify underground mining status. Refers atypical cases to program technical staff. • Uses various online resources to verify the existing condition and location of the structure, including Google Maps, Bing Maps, county real estate websites, and commercial real estate websites. • Reviews MSI’s internal website, MSIWeb, to determine past mining conditions and mine-related problems that have occurred near or at the structure to be insured. • Inputs information into the MSI Production database and recognizes and corrects any problems found. • Contacts and interviews homeowners as needed to obtain application information. • Communicates application and structure information to management and program technical staff. Processes new MSI Claims (anthracite and bituminous) and Sub Act Claims through phone calls and/or electronically, sends out Damage Claim Notices and appropriate paperwork, prepares digital structure files and physical folders to provide to the MSI Section Chief. Responsible for scanning and saving all documents to the digital structure files pertaining to MSI claims (anthracite and bituminous), Sub Act Claims, School Site Evaluations, MSI's consultant reports, outside consultant reports, etc. Independently use Power BI to run standard and custom reports of various databases. This requires familiarity of all aspects and tables of eFACTS, BUMIS, PHUMMIS, SIS, and other Oracle applications used by CDO staff. Provides training and technical support to other CDO staff members in the utilization of database tools. Develops and maintains internal databases to support the various programs for the Mine Subsidence Insurance Fund (MSI) field operations and the Mine Subsidence Section of the California District Office (CDO). Runs periodic and ad-hoc reports from these databases when directed and makes recommendations to management. Responsible for all data reporting and tracking of business practices and weekly reports. Prepares and proposes standards based on analysis of data and prepares documentation necessary for implementation of findings. Assists homeowner and insurance producers with MSI website navigation and troubleshoots any problems that homeowners and insurance producers may have with the website. Responsible for developing a plan to convert all of the existing structure files to digital and oversee the process, convert all of the project files (our consultant, other consultants, major cases) to digital and oversee and/or complete the process, and convert all of the school site evaluation files to digital and oversee and/or complete the process. Responsible for the opening/closing and interim tracking of inspections and investigations performed by the MSI staff on the various systems including the MSI Production database and the Mine Subsidence Section Investigation Tracking Access Database (MSSIT). Provide backup to Management Technician in CDO when the volume of work increases or when the staff has to be out of the office. Evaluates and recommends changes to application processing procedures. Identifies and communicates to management problems in the existing procedures and recommends appropriate solutions to management. Receives requests from other bureaus, departments, agencies, and the public for the transfer of computerized data. Determines appropriate responses based on applicable policies and technical constraints and responds to such requests with data in proper format. Prepares materials for presentations and marketing efforts of the Mine Subsidence Insurance Fund. Coordinates, participates and works with other staff on marketing functions such as public meetings, home shows, conventions, conferences, and miscellaneous events. Compiles and analyzes data regarding such events and makes recommendations regarding effectiveness of materials and efforts. Develops and analyzes data to prepare reports, charts, and graphs for review by management for the annual MSI Board Meeting, specifically for marketing, and program enhancements that are initiated or proposed by MSI field operations. May coordinate with Management Technician in Central Office on initial data gathering. Tracks daily number of requests, phone calls, and applications and reports them to supervisor on a daily and monthly basis. 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 position description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employee will be required to follow any other job-related instructions and to perform job related duties as assigned by the 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. The employee receives overall objectives and/or general instructions from the immediate supervisor and can seek the supervisor’s advice at any time. Work is usually assigned on a project basis, and is reviewed in detail for completeness, technical accuracy, and soundness of approach. The employee is expected to set priorities with minimal input from the supervisor. The employee is expected to coordinate with the MSI Program Supervisor and the Technical Services Supervisor on projects. |
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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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