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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00045908 |
Description Activated On: 6/24/2026 7:47:38 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 is a skilled clerical position in typing, filing, public relations, human resources, and office management. This position is to provide support to district staff, interact and cooperate with the public, surrounding forest districts, and other government agencies. There is an expectation that the Clerical Assistant 2 has skills and experience in operating office equipment, computers, computer software, and will present a positive professional demeanor. |
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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. TIMEKEEPING AND HUMAN RESOURCES Serves as timekeeper - Checks timesheets, calculates overtime, maintains work schedules, enters time via SAP time and attendance system. Maintains leave records - Enters leave requests via SAP for field employees. Records usage and earnings, calculates and cross checks quotas with SAP quotas. Maintains training records and serves as district's Training Coordinator. Administers the district uniform program. Updates labor distribution codes on timesheets and sends to employees. ADMINISTRATIVE AND GENERAL OFFICE Serves as receptionist – Answers and directs incoming calls, and records messages. Interacts with the public (walk-in, email, and phone) in a friendly courteous manner. Provide the public with information on general district operations, bureau regulations, available information materials, details on permits (firewood, stone, camping), or direct them to the appropriate staff member or agency. Opens, dates, and distributes incoming mail and prepares outgoing mail. Acts as radio dispatcher - operates district base station radio. Operates computer, fax machine, photocopier, and postage meter. Audits Monthly Automotive Reports and enters info in Vehicle Management System. Maintains, edits, and updates automotive database. Maintains files - Assist with correct filing system, maintaining files of correspondence & information and disposition of records in accordance with standard filing system. Maintains Hazardous Substance Database. Maintains conference room reservation system and assist users. Maintains stock of various publications. Types miscellaneous correspondence and forms. Opens IT tickets for office and corresponds to complete task(s) to resolve IT/phone related issues. Maintain records of all activities in which involved, submits timely, accurate reports of all activities as required and maintains assigned equipment in good condition. Be familiar with established Commonwealth, Department, and Bureau rules, regulations, policies, directives, and orders and comply with them in a responsible manner. STATE FOREST PROTECTION Records, audits, and enters fire reports and bills into computer system. Maintains fire ledger and files. Performs fire dispatcher duties as needed. Performs search dispatcher duties as needed. Records daily fire weather readings. Maintains Forest Fire Warden records. Types, edits, and assembles District’s annual newsletter. Enters data on computer for Fire Resource & Record Plans. Updates fire prevention activities database. Maintains radio database, and requests authorization for radio repairs. Processes wildland fire timesheets. Enters employee travel expenses when assigned a fire detail assignment into Concur and forwards expense report to the Division of FFP. OPERATIONS AND RECREATION Maintains campsite and timber sale databases. Types forms and correspondence relating to campsites and timber sales. Prepares timber sale prospectuses for mailing. Maintains record of seedling orders. Processes timber sale revenue transmittals. Issue and enter camping permits, fuelwood permits, stone permits, and other sale items via Aspira system. Processes daily cash drawer reconciliation. AUXILLARY DUTIES Attend meetings and training related to your position as directed by the District Manager. Provide reports and recommendations to your supervisor as directed or as you deem necessary. Recognize and report potential safety issues. 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. The decision-making process should be guided and construed by the Position Purpose and Description of Duties, above. This position is critical to the smooth-running operation of the district, and employee is expected to use their judgement to ensure that mailings, phone contacts, and requests for information are complete and accurate and reflect a positive image of the district, bureau, department, and Commonwealth. The incumbent has the authority to request information from staff members to complete assignments. When in doubt, the Clerical Assistant 2 must seek the advice of the District Manager. |
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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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