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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00051024 |
Description Activated On: 1/7/2026 12:20:10 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. This position conducts initial reviews of permit applications, checking for completeness and administrative aspects; tracks district permitting activities; completes purchasing and timekeeping duties; coordinates automotive fleet use; and provides general office and program support to staff in the Bureau of District Mining Operations in the Cambria 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. Conducts administrative completeness reviews of permits applications, which includes: Identifies type of permit application; verifies information to ensure accuracy and completeness; enters details into the Environment Facility Application Compliance Tracking System (eFACTS) database; logs the entry. Serves as the primary contact for administrative details for applications: communicates with applicants to answer their questions or provide instructions; reaches out to gain additional information when administrative application details are found to be inaccurate or incomplete; updates databases when additional information is received; refers other identified issues to the appropriate person for resolution. Drafts correspondence such as acceptance and approval letters to applicants; assignment memos to technical staff; acknowledgements for permit objections; annual review and landowner notifications, and permit renewal notifications. Upholds correspondence guidelines. After technical review: processes received corrections in eFACTS; tracks and collects permit fees; ensures applicable bond was received and approved; compiles and reviews application details; presents package to management for final approval; prepares and distributes notification of the Commonwealth's action (as necessary); uploads approved permits; and ensures eFACTS is appropriately closed out. Creates, maintains, and updates permitting-related records in eFACTS in a timely manner. Prior to creating a new client record, ensures information is complete and accurate; naming conventions are applied; and that duplicate records do not exist. Ensures appropriate authorization types, accurate coding, and status. Determines whether Permit Decision Guarantee deadlines were met. Follows permitting processes to meet established processing deadlines. Composes notices for newspapers and the Pennsylvania Bulletin which announce public meetings and permitting updates; contacts newspaper staff; prepares related forms; ensures completeness, accuracy, and timeliness of notices; and processes related invoices. Processes objections to permit applications: assigns objection number; enters data in tracking log; prepares related correspondence; and closes out log upon disposition of permit application. Learns and applies information from Program and Technical Guidance manuals and documents regarding processing permit applications. Updates and maintains the Desk Manual with step-by-step processes for permitting procedures. Processes priority items on schedule. Organizes and maintains permitting files, ensuring established records management procedures are met. Suggests efficiencies to processes for permit application review. Bond processing Answers requests for information. Reviews surety and collateral bonds and bond forms for proper procedure, completeness, and accuracy. If accurate and complete, prepares and forwards a Bond Submittal Form; if incorrect, composes and signs correspondence to the operator outlining the discrepancies and acceptable solutions. Inputs, maintains, and verifies information in finance and bond databases. Tracks annual payments to ensure timeliness; contacts the operator by phone and requests immediate payment when delinquent. If payment is not received, drafts notification of non-payment correspondence. Ensures that applicable bond, fees, violation checks and other documents have been accurately prepared and presents to management for final approval. Tracks regional permitting activities Tracks permit review progress by running and reviewing reports and providing status updates. Tracks appropriate timeframes for each type of permitting transaction related to its receipt, processing, review and disposing. Communicates with technical staff when deadlines are approaching and notifies management of changes or issues. Tracks permit expiration dates and notifies operators via letter when permit renewals are coming due. Also notifies permitting staff and prepares assignment memos Purchasing Prepares shopping carts and purchase orders for supplies and equipment. Prepares electronic purchasing requests and obtains approval prior to purchase. Assigns appropriate funding codes to purchases. When purchasing via a contract, researches details such as pricing and specifications. Maintains an inventory of purchases and supplies. Ensures credit card payments and invoices are processed timely and accurately. Maintains audit paperwork and responds to inquiries into purchasing activities. Appropriately transmits revenue (such as checks). General office support Serves as Timekeeper Cambria District Office Mining staff. Assists staff with entering their time and leave requests; verifies and processes overtime in accordance with Personnel Rules and the Master Agreement; enters holidays and office closings; ensuring coding of working out-of-class requests; reviews and corrects time errors; adjusts work schedules when warranted; maintains confidentiality. Maintains water sample data (collected from permit-related sites) in the Sample Information System (SIS). Daily processes water sample requests, entering sample information and comments. Formats and distributes SIS analyses. Serves as the Right-to-Know (RTK) Coordinator and responds to Informal File Reviews. Retrieves, reviews, and compiles records; applies department and Commonwealth policies when screening files for confidential information; consults regional attorney for atypical requests; makes copies and collects appropriate fees. Serves as Complaint Coordinator/Service Representative: receives, enters, and refers complaints in the tracking system and coordinates written responses. Also tracks and processes hydrogeologic reviews related to complaints. Ensures the Department's Records Retention Schedule is followed by purging files on schedule; preparing documents for onBase scanning; and monitoring, training and assisting staff Maintains files by sorting documents and ensuring appropriate organization and formatting; makes copies. Maintains permit records by scanning completed/expired permits; ensuring completeness and accuracy of scanned documents; ensuring placement and identification of files; and logging permits and their sections. Automotive fleet: reviews, files and distributes the mileage reports; tracks invoices; assists in coordinating sign-out and use of pool vehicles; arranges vehicle maintenance with vendors; prepares related reports and documents; tracks vehicle and turnpike transponder inventory; adheres to policies of accuracy and timeliness. Makes travel and lodging arrangements for staff. Troubleshoots issues with office equipment, places service calls, and maintains supplies. Reserves conference rooms for various meetings. Compiles and formats various reports. Types documents, forms and spreadsheets. Attends meetings and training sessions as requested by supervisor. Reviews and applies Departmental policies and procedures. Promotes the Department’s mission. Inputs appropriate data in a prescribed format to meet data quality standards set forth by guidance, training, and policy across all of DEP’s electronic data systems; to include ensuring accuracy and completeness of entries, and where available, the use of system specific tools to ensure duplicative entries and data quality issues are minimized. This position 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 to 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. Assignments are made by the supervisor and work is reviewed upon completeness but with regular check-ins to ensure directions, deadlines, and issues are clearly understood. Work is done in accordance with established procedures and policies. |
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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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