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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00051124 |
Description Activated On: 5/5/2026 9:00:59 AM |
Position Purpose: Describe the primary purpose of this position and how it contributes to the organizations objectives. Example: Provides clerical and office support within the Division to ensure its operations are conducted efficiently and effectively. The goal of this position is to provide clerical support services to the staff of the Elk State Forest District #13 office by preparing all work schedules, leave, and timekeeping documents for the Forest District Manager's signature. Interpret Bureau and Department procedures and policies to ensure all District personnel are properly following. Recommend to the Forest District Manager 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. Personnel: Assist the District Forester, as directed, in all matters of general administration Keep the District Forester advised of work progress, issues, and conflicts on a regular basis Immediately inform District Forester of any situation, which is not of routine nature Initiate and prepare personnel transaction documents and maintain personnel records for Forest District 13 Maintain a general knowledge of the State's health options, Life Insurance, Worker's Compensation, Credit Union, and Retirement Programs and non-standard work schedule to advise and assist District employees Responsible for completed paperwork and documentation associated with hiring, transfer, resignation, etc. including correspondence with appropriate Human Resource staff. Timekeeping/Payroll/Attendance: Acts as timekeeper for wage and salaried employees who are represented by two different unions, working six different AWS schedules, and two different regular work schedules. Input time, attendance, and appropriate labor distribution codes into SAP system. Establishes, reviews, and maintains accurate attendance and leave records for all district employees using computer-based programs and in-house hardcopies, as per Commonwealth and DCNR procedures. Explains proper documentation procedures for timesheets, leave, mileage sheets, work schedules, etc. Understands and can clearly articulate how special leave types are used. Coordinate leave without pay (LWOP) carryovers and payouts with district wage employees. Maintain and submit time and attendance documents as they relate to unemployment verification and claims. Review timesheets submitted by employees involved in In-State and Western Fire Details for conformance to the relevant rules and regulations. Calculate and submit timesheets for payment through the payroll process. Review requests for work schedule changes and research available schedules by category. Makes short term substitutions and sends long term schedule change requests to appropriate Time Advisor. Review employee requests for overtime and independently verify the requests are completed correctly as per the union agreement, Commonwealth Policy, funding source, and AWS schedule. If the overtime request is not completed correctly, the timekeeper clarifies the information with the employee and his/her supervisor. Prepares and posts in the District Office, on a biannual basis, the overtime equalization report. Calculates and enters the correct hours to be paid for Working Out of Class status and Shift Differential in accordance with policy and union agreement. Reviews time-data screens and runs time-data reports as required to be used in preparing payroll error reports and requests for information. Processes payroll audits as necessary. Responds to requests from employees, supervisors, and HR staff. Research issues regarding incorrect pay or leave balances and follows up via telephone or email with employee or supervisor. Exercises independent judgement in divulging sensitive and personal information. Enters approved leave requests for employees who do not have access to ESS. Prepares a leave summary report for each employee during the last quarter of the wage season or calendar year to assist staff in scheduling unused leave. Enters and tracks Holiday and Compensatory time and maintains records for accuracy of use. Performs related work as required State Forest Management: Maintains database and mailing list of district timber sale buyers. Distributes district timber sale keys and maintains the database. Prepares mailings of timber sale prospectuses. Prepares timber sale bid packages and distributes them to interested buyers. Acts as initial contact person on administrative aspects of the timber sale program. Answers questions on the bidding process, contract execution, payments, performance bonds, invoices, and contract termination. Maintains individual files and correspondence for each district sale, including block payment history. Maintains files for district forester permit sales, including preparation of prospectus, bid envelopes, bid summary and contracts. Conducts local bid openings for district contract sales and sends out bid results by fax and/or e-mail. Prepare contracts and cover letters for buyers. Reconciles timber sale payments and prepares transmittal of revenue for those payments and all other payments received, including performance deposits, bid deposits, and extension payments. Performs related work as required. Automotive and Equipment Management: Prepares monthly automotive reports with submission to central office through VMS system. Maintains an individual file for each vehicle and piece of equipment. Maintains a mileage log for all equipment for Diesel and Construction Equipment Mechanic. Checks and reconciles all monthly gas reports for the main office and three satellite offices. Additional Duties: Maintain Clerical Manuals and remain proficient with all procedures and updates. Advise Management Staff on changes. Serve as the district's joint Training Coordinator which includes distributing training information, certificate filing, forwarding records, etc. Maintain Revenue Transmittal Control Sheet, which lists ER-FM-T-15 permits issued, and the amounts of revenue transmitted. Act as backup Administrative Assistant. Explain leave entitlements to new employees. Maintain a proficient knowledge and understanding of procedures for all Human Resource processes. Provide clarification, guidance, and support to managers and staff with Human Resource needs. Maintain current Emergency Contact for district staff Understand and execute seasonal callback and lay off procedures Assist in scheduling job interviews, completion of selection paperwork and onboarding needs, etc. Any other duties assigned by the District Forester. |
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 supervisors signature. Assignments are completed independently according to work priority. Results are reviewed with a supervisor as deemed necessary or when issues arise. Assigned work conforms with established procedures, processes, administrative needs, and deadlines which the Clerk Typist (CT) reviews for clarification and input. The CT then exercises considerable freedom to schedule, plan, and complete the work. Work is reviewed upon completion through reports, conferences, and personal observation. Special projects are assigned with general instructions on a daily or biweekly basis by District Management. Initiative should be taken to accomplish the project within the assigned timeframe. Project progress shall be reported to the assigning manager, as identified in the instructions. |
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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. Class C Driver's License 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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