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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00057332 |
Description Activated On: 10/9/2026 1:27:16 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 primary function for this position is to perform the duties as the Public Review Clerk in the Records Management Department for the Department of Environmental Protection, Southeast Regional Office and coordinating all new procedures for the OnBase scanning project. |
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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. Receives and processes all file review requests from clients, through Fax, US Postal Service and E-mail. Contacts clients with information on available files, schedules appointments for public reviews, reserves files on the RMS Database System for all client reviews. Types and mails out confirmation letters to the client of their day and time and all information regarding the file review. Runs tracking report on a weekly basis and sends out to the Region for all file reviews for the following week to make sure all files are in the public review room and all up-to-date information is in the files for the file review. Pulls files for public review on an as needed basis. Screens files for any "confidential information". Answers all calls from the public regarding Department procedures for reviewing records. Transfers calls to programs if unable to assist client with questions regarding the files. Processes all RTKL requests through the RTKL database to assure compliance with state laws for a 5-day response to the request and notifies programs of potential request assuring all relevant information is given to the ARD support staff. Greets the public coming in for file reviews, prepares files for reviews, processes all copying charges and answers questions from the public. Mails paid copies as needed. Handles supply order for public review and all of Records Management. Notifies programs for in-day person to assist clients during review with questions regarding files. Back-Up Receptionist Answers all incoming telephone calls and routes them to the appropriate program. Greets visitor and notifies the proper staff member of the Department that they have arrived and all other duties while relieving in this position. Responsible for performing all duties in the Records Management Unit as needed. 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. (a) Promotes the Department's mission. (b) 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. |
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 completes ongoing duties independently according to Commonwealth and Department policy. Assignments are generally determined by workload and priority. Review of work is generally done by the supervisor and lead worker. |
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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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