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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00050005 |
Description Activated On: 8/10/2026 1:21:45 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 employee in this position reports directly to the Deputy Secretary for the Office of Oil and Gas Management and provides administrative direction and support to the Deputy and Bureaus of Oil and Gas Planning and Program Management and District Oil and Gas Operations. This position is responsible for researching, managing, directing, planning and implementing a wide range of complex administrative, policy, and personnel functions, as well as providing guidance and direction to the administrative and technical staff in both Bureaus. This includes development and monitoring. of the Deputate's state special fund budgets and state spending plans, federal budgets and federal spending plans, management of personnel actions, complement control, coordination of purchasing actions and telecommunications, and the development of guidance, internal policies, and standard operating procedure documents related to such matters for the Office of Oil and Gas Management. |
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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. State Budgetary Development: Accountable for the budgetary preparation of the Deputate's state funds and submission to the Executive Deputy Secretary for Administration and the Bureau of Fiscal Management (BFM). This includes the Well Plugging Fund, the Abandoned Well Plugging Fund, the Orphan Well Plugging Fund and involves independent analysis of program spending patterns in order to develop the Deputate's budgets. Responsible for establishing and monitoring use of work codes to ensure costs are appropriately accounted for in preparing the budgets. Monitors through SAP and other resources current budget commitments, expenditures, and available balances for the state funds that are administered by the Office of Oil and Gas Management. Reviews and monitors throughout the fiscal year, state budget and re-budget allocations, along with open encumbrances through SAP, to ensure the Deputate does not over spend or lapse funds. Prepares and reviews monthly SAP accounting reports for the Deputy and senior managers to monitor the proper expenditure of budgeted funds in controllable categories such as travel, supplies, contracted services, training and other operational accounts. Independently develops other financial reports and tools necessary to track the fiscal health and expenditure of the state funds. Provides funding information and SAP coding relating to these funds by serving as the Deputate's primary liaison to BFM to ensure state fund balances projected to be available to the Deputate are adequate. Provides the Deputy Secretary a monthly report of current expenditures for the Bureaus and identifies any concerns on spending and recommends solutions to address such concerns. Interprets DEP budget instructions and prepares Program Revision Requests (PRR) for additions to and expansion of current Deputate activities. Represents the Deputate at DEP/Deputate budget meetings with BFM and maintains current program budget files. Is knowledgeable on all sources of funding for the Deputate, including the following appropriations: 6008300000 Well Plugging Fund Restricted Revenue Account 6007500000 Abandoned Well Plugging Fund Restricted Revenue Account 6007600000 Orphan Well Plugging Fund Restricted Revenue Account 6054600000 Carbon Dioxide Storage Facility Restricted Revenue Account Federal Budgetary Development: Accountable for the budgetary preparation of the Deputate's federal funds and submission to the Executive Deputy Secretary for Administration's Office and Bureau of Fiscal Management (BFM). This involves independent analysis of program spending patterns in order to develop the Deputate's budget. Responsible for establishing and monitoring use of work codes to ensure costs are appropriately accounted for in preparing the budgets. Monitors through SAP and other resources current budget commitments, expenditures, and available balances for the federal funds that are administered by the Office of Oil and Gas Management. Reviews and monitors throughout the fiscal year, federal budget allocations, along with open encumbrances through SAP, to ensure the Deputate does not over spend or lapse funds. Prepares and reviews monthly SAP accounting reports for the Deputy and Senior Managers to monitor the proper expenditure of budgeted funds in controllable categories such as travel, supplies, contracted services, training and other operational and administrative accounts. Independently develops other financial reports and tools necessary to track the fiscal health and expenditure of the federal funds. Provides funding information and SAP coding relating to these funds by serving as the Deputate’s primary liaison to BFM to ensure federal fund balances projected to be available to the Deputate are adequate. Provides the Deputy Secretary a monthly report of current expenditures for the Bureaus and identifies any concerns on spending and recommends solutions. Interprets DEP budget instructions and prepares Program Revision Requests (PRR) for additions to and expansion of current Deputate activities. Represents the Deputate at DEP/Deputate budget meetings with BFM and maintains current program budget files. Is knowledgeable on all federal sources of funding for the Deputate, and is responsible for managing the following federal funds: 7191700000 Infrastructure Investment and Jobs Act – Initial Grant Infrastructure Investment and Jobs Act – Formula Grant Infrastructure Investment and Jobs Act – Regulatory Improvement Grant Infrastructure Investment and Jobs Act – Matching Grant Enhanced Geothermal Systems Pilot Grant EPA Underground Injection Control Class VI Primacy Grant Spending Plan Development and Administration: Assist with the development and implementation of the annual state Spending Plans for the Well Plugging Fund Restricted Revenue Account, Abandoned Well Plugging Fund Restricted Revenue Account and Orphan Well Plugging Fund Restricted Revenue Account. Assist with the development and implementation of the federal Spending Plans associated with all current and future federal Infrastructure Investment and Jobs Act funds that are allocated to the Department of Environmental Protection from the U.S. Department of Interior including the $25 million Initial Grant, the first $79 million tranche of the Formula Grant and all future tranches of the Formula Grant (up to $316 million in total), the Regulatory Improvement Grant (up to $40 million) and the Matching Grant (up to $30 million). Develop and maintain Excel spreadsheet that lists the detailed spending plan. Deputate lead on inputting Spending Plan data into Department-wide Spend Plan database (OASIS) and maintain Excel spreadsheet that captures details of Spending Plan. Federal Budgetary Reporting: Review and understand federal reporting requirements pursuant to the federal Infrastructure Investment and Jobs Act and subsequent Guidance Documents developed and published by the U.S. Department of Interior and other federal and agencies. Based on an understanding of these federal requirements, use independent judgement to develop novel federal budgetary reports that the Department of Environmental Protection uses to achieve and maintain compliance with federal reporting requirements. Create and maintain a reporting calendar to ensure federal reports are submitted timely and accurately. Revenue: Responsible for entering E-well permit fee revenue into SAP; reconciling PNC bank transfers against actual permit applications on a weekly basis; and reconciling PNC bank’s monthly charges to DEP for their services. Processes invoices in SAP FI and reconciles monthly billing expenses. Personnel: This employee serves as the primary liaison for the Office of Oil and Gas Management to the Bureau of Human Resources (BHR). Prepares confidential paperwork for the Deputy Secretary and Deputate, monitors and ensures all personnel actions including payroll and complement control are consistent with all requirements of Civil Service, Collective Bargaining, EEO, Commonwealth personnel rules and policies administered by the Office of Oil and Gas Management. Prepares, submits, coordinates and tracks all personnel transactions for the Deputate such as request to fill actions, reclassifications, position transfers, temporary working out of class assignments and retirement/resignation paperwork processed through the Deputy's office to BHR. Maintains and reviews complement control and ensures all positions for each Bureau are charged to the appropriate fund. Prepares and reviews job descriptions and justifications of need when filling vacancies. Responsible for completion of all personnel packages to ensure all necessary documentation is completed and attached, in accordance with procedures, in order to facilitate approval of each Bureaus' selections. Provides complement, personnel selection recommendations and updated organization chart information for the Deputate. Responsible for managing personnel or position actions using the ePAR system. Maintains knowledge of the Worker's Compensation Program, Essential Job Functions/ADA, performance standards and objectives. Assists with reviewing and resolving employee complaints and grievances. Distributes and oversees annual completion of the Governor's Code of Conduct and Financial Interest Statements for the Deputate. Serves as the Employee Performance Review (EPR) Coordinator for the Office of Oil and Gas Management including all staff in the Bureau of Oil and Gas Planning and Program Management. Ensures that annual and probationary employee performance reviews are completed timely and according to Agency guidelines. Purchasing: Manages Purchasing Card (P-card) program for the Deputy's office. Accountable for all purchasing activity for the Deputate from initial requests to final approval of invoice payments. Maintains signature authority to sign Agency Purchasing Requests, General Invoices, Personnel Action Requests, Printing Requests and other pertinent documents. Ensures compliance with all Commonwealth, and agency budgetary policies, procedures, rules and regulations. Independent of the Deputy, initiates when necessary all procurement of approved fixed asset items, equipment, furniture, vehicles, EDP equipment and software, ensuring that all administrative policies are met. Reviews, approves/initials and assigns appropriate cost codes to invoices. Interacts with the Comptroller’s Office to ensure all invoices are paid timely. Works with the Comptroller’s Office and vendors to resolve any problems on overdue payment of invoices. Responsible for procuring any supplies not on a State Contract, by contacting vendor, obtaining quote, placing order, approving and processing payment using the Deputate's Commonwealth purchasing credit card. Responsible for entering cost allocations on all purchasing credit card purchases into the Commonwealth’s PNC Bank Access System. Serves as the Deputate's Contract Compliance Liaison for administrative and budgetary services. Participates in Contract negotiations to ensure administrative policies are identified and explained. Administration Support: Promotes the four pillars of the DEP Vision - Operational Excellence, Climate Leadership, Cultural Competence and Environmental Justice. 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. Provides primary administrative and clerical support for the Deputy Secretary for the Office of Oil and Gas Management and their staff. Independently responds to inquiries and complaints from the general public, private industry, and other government agencies that do not require the attention of the Deputy or executive assistant after researching background information. Assists the Deputy Secretary in maintaining their appointment calendar. Arranges meetings, conferences, District Office visits, etc., and reserves appropriate traveling accommodations for the Deputy Secretary and their staff. Prepares daily meeting folder, gathers background material for each meeting including agendas, list of attendees and locations. Prepares travel requests, out of state exemption forms, training authorizations, tax exemption forms and arranges transportation and makes reservations. Prepares travel expense reimbursement requests in accordance with Commonwealth guidelines using SAP. Approves/edits all correspondence for the Deputy Secretary's or Secretary's signatures ensuring proper formatting and procedures are followed in accordance with the DEP correspondence manual. Ensures all confidential information is handled appropriately by staff, including copying and distribution of mail and documents for/from the Deputy Secretary. Assigns logged correspondence from the Secretary's office to the appropriate Bureau/District Office for drafting a response. Maintains a working knowledge of office practices and procedures and ensures that they are strictly adhered to with regard to work quality and timeliness. Assists in training/hiring Bureau of Oil and Gas Planning and Program Management clerical staff and temporary employees, providing guidance when necessary. Establishes rating criteria for hiring new employees, develops interview questions, convenes and serves on interview panel and makes candidate selection recommendations for new employee. Assists Executive Assistant with maintaining the Continuity of Operations Plan (COOP) for the Deputate's Central Office. This job description in no way implies that these are the only duties to be performed by the employee occupying this position. Employee will be required to follow any job related instructions and to perform any other job related duties as 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. The nature of the work requires a detailed knowledge of administrative policies and procedures, Deputate organization and functions; and a high degree of communication skill and interaction with other DEP personnel, personnel from other Executive agencies, the public, and the oil and gas industry. Assignments are carried out with considerable initiative and independence. Work is reviewed through evaluation of the results achieved. |
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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. N/A 5. N/A 6. N/A |
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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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