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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00040256 |
Description Activated On: 2/18/2026 3:14:28 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. The purpose of this position is to provides administrative support services to the staff of the Bureau of Forestry, Sproul State Forest, Forest District 10 by preparing personnel, purchasing and budget documents for the Forest District Manager’s signature. Interpret Bureau and Department procedures and policies relating to the above in order to establish internal guidelines to ensure that all District personnel are properly following policies and procedures. Recommend and implement procedures to more effectively and efficiently manage the District Office. |
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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. Budget: Responsible for the preparation and analysis of information for the agency annual budget. This requires the formulation, projection and coordination of the detailed spending plans and specific expenditure requirements related to the various funds and or grants. Regularly review and monitor the budget by accessing various reports within the SAP system, as well as reviewing other inquiry information to assure proper account coding in the administration of the budget. Prepare monthly status reports for the district to evaluate the planned versus the actual spending. Meet with staff to discuss the status of the budget, making them aware of any unusual spending patterns. Offer suggestions on how to remedy the problem. Personnel: Assist employees on contacting retirement counselor, Deferred Comp counselor and other state programs that may be available to employees. Maintain district personnel files, leave records and payroll information. Maintain a general knowledge of the State’s Medical Insurance Plans, Life Insurance, Worker’s Compensation, Credit Union, AFSCME and Ranger Contractual Information, alternate work schedules, and Retirement Programs in order to advise and assist District personnel. Process accident reports in ESS reporting system and forward appropriate documents to Human Resources and to Inservco. Follow proper WRDL procedures working closely with Human Resources and any WRDL problems that may occur. Counsel employees on WRDL procedures. Assist district personnel in any related personnel matters in SAP and ESS. Process district uniform orders for personnel. Keep record of boot allowances and safety eyewear for wage and salary employees. Procurement: Prepare all purchase orders, Non-PO’s, and Shopping carts for supplies and services using statewide contracts when needed on the SAP/SRM system. Audit and appropriately code all invoices that come from the Comptroller’s Office thru ESS. Complete receiving reports of goods received on the SAP/SRM system. Utilize proper coding procedures and appropriate codes to keep within appropriation limits. Follow proper purchasing procedures according to the purchasing manual. Review and type bid proposals for commodities and services. Assist in bid openings and prepare purchase documents following bid openings. Track ongoing service contracts in the district such as janitorial services, garbage disposal, copy machine, etc. Renew contracts when needed. Provide administrative services related to the purchasing Master Card system (US Bank). Input justifications and coding and reconcile any discrepancies. Research Master Card invoices for correctness and ensure payments are properly applied to correct coding. Maintain Master Card statements for each Master Card with proper invoices attached. Keep current with purchasing card rules and regulations. Contact vendors for any discrepancies. Complete district audits on purchases. Follow appropriate procedures for any fraudulent purchases that appear on the purchasing cards. Assist other employees in proper purchasing procedures. Payroll: Process the Managers and Rangers (salary) payroll in SAP (backup timekeeper for all other salary and wage employees). Maintain proper work schedules for employees. Examine CATs forms for proper payment of employees. Review expenditures of overtime and wage money in SAP. Review expenditures for ATV, Snowmobile, and Regeneration money spent. Determines when temporary changes (substitutions) of either an unexpected or long-term basis to individual employee schedules are necessary. Contacts Human Resources to resolve complex issues that arise or request policy clarifications. HR Service Representative: Submit hiring requisitions, update position descriptions, schedule interviews, and complete onboarding of new employees. Public Contact: Greet and assist the public being prepared to answer questions about the Sproul State Forest. Issue fuelwood, ATV Permits, Camping Permits, maps, etc. as customers request these in person, mail, email, fax, or phone. Answer the telephone and route calls to district staff. Stock display with maps and brochures. Transmittals: Prepare Aspira Deposits and transmittals for fuelwood and ATV permits. Additional Duties Dispatching: Dispatch crews and resources needed to extinguish wildfires and search and rescue. Operate and monitor FM-Two-way radio. Prepare a chronological log on fire extinction efforts used in wildfire investigations and district searches. Assist Type 3 team when team is called into the district for major forest fires. Clerical Assistant Back-up Duties: Prepare and type transmittal of revenue when Clerical Assistant in on leave for timber sale contracts, timber damages, and miscellaneous fees. Back up Clerical Assistant to open examine, and date stamp-incoming mail. Distribute mail to appropriate personnel. Prepare correspondence for outgoing mail, weigh, stamp. Keep postage meter with postage. Responsible for outgoing mail to the local post office. Monitor District e-mail account. Respond to e-mails or distribute to proper person for response. Backup timekeeper for all salary and wage employees. Perform other office tasks, assisting Clerical Assistant with office procedures and work duties. Office Supplies: Oder office supplies using SRM and DGS ordering procedures. Keep supplies stocked for district use and maintenance buildings. Keep janitor supplies stocked for office cleaning. Maintain inventory of maps and brochures. Order maps, brochures, and signs for district use. Training: Attend all training regarding this position which may require overnight travel such as the clerical conference and other related administrative trainings. Performs other related job duties as assigned and requested 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. Employee works independently. Tasks are completed on a priority basis. Work is reviewed with the District Forester, Assistant District Foresters 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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