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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00060728 |
Description Activated On: 8/21/2025 3:33:37 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 Clerical Supervisor is responsible for program support assigned to the Records Management and Front Desk Management within the Business Management Division of the Southcentral Region. |
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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. BUSINESS OFFICE & RECORDS MANAGEMENT This position is responsible for supervision of assigned clerical staff, including those who work Alternative Work Schedules. Responsibilities include directing the overall activities of program support by ensuring that effective and efficient records management procedures are demonstrated by clerical staff; identifying and implementing any necessary changes in work assignments; providing back-up service to other supervisors on an as-needed basis; developing performance standards; conducting timely employee evaluations and progress reviews; providing training and training opportunities to aid employee efficiency; interviewing, hiring and training new employees when vacancies occur; taking disciplinary actions when necessary; and resolving operational problems with program staff when necessary. Incumbent in this position is also responsible for the following special duties as supervisor of the Records Management Section: Records Management Responsible for maintaining documents in a regional office. This is an office of record for the Air Quality, Safe Drinking Water, Waste Management, Clean Water, Waterways and Wetlands, Environmental Cleanup and Brownfields(HSCA, Special Projects and Storage Tanks), Radiation Protection and OPPEA Programs. Responsible for the preparation of documents for scanning into the OnBase system. Responsible for overall maintenance of the records area. This involves having the proper equipment on hand to do the tasks correctly, ordering new equipment and supplies when necessary, coordinating repairs and anticipating future needs. Ensures that records management staff follows established filing formats for each program. This requires knowledge of program responsibilities and types of files generated, correct format and coding for each program, updating of printed formats for staff use, and identifying necessary format revisions and correcting same by consulting with program staff. Responsible for pulling files according to the Department’s retention schedule. This is accomplished on an on-going basis. Files and maintains confidential files for all programs in the Regional Office. Verifies existence of database codes for new program files. If new codes are required, works with program staff to create codes. Front Desk Responsible for establishing and maintaining procedures for smooth and efficient operations at the front desk, including all communication methods such as the answering/transferring of telephone calls and e-mails, greeting/guiding visitors, and the ordering of necessary supplies. Equipment Responsible for the operation and maintenance of all machines related to the Records Management Unit. Such machines include scanners and microfiche reader/printers. Oversees the ordering and maintenance of inventory of all supplies needed for operation of the above machines. Responsible for reviewing, analyzing and approving or disapproving all requests for filing equipment in the Region. Public File Reviews Oversees staff's performance of the following duties and is able to perform these duties in the absence of assigned staff: Responsible for coordinating all requests for public file reviews that come into the regional office for all programs, which involves ability to access Records Management System Data on PC. Coordinates with the program to ensure the file is not in litigation, and ensure that no confidential records remain in files. Arranges suitable dates when the files and file review room are available for scheduling Retrieves requested files and prepares for review. Greets visitors and explains regional file review procedures and costs involved in duplicating requested material. OTHER DUTIES Interprets new work assignments for assigned staff as needed. Completes Performance Evaluation Ratings for each employee under the jurisdiction of this position in a timely manner. Interviews and selects new employees within the Records Management and Reception sections when a vacancy occurs. Responsible for coordinating with the Regional Systems Coordinator to justify upgrading the software for the existing equipment. Available to perform occasional public relations duties. Prepares e-mails to regional staff giving direction in proper procedures for files retrieval and coding of documents sent to file. Provides guidance and sets standards for the Region’s district offices in the maintenance of their record systems. Conducts feasibility studies or participates in special projects and develops recommendations for improvements, etc. Attends seminars on records management policies and procedures and equipment demonstrations by vendors, etc. 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. General supervision is given by the Administrative Officer 1. Daily routine work is performed without supervision. Carefully monitors work output and quality of performance. Encourages initiative and innovation. Staff is supervised directly. |
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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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