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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00061495 |
Description Activated On: 7/7/2026 9:18:01 AM |
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 purpose of this position is lead worker in the records management unit. Maintain the centralized filing system for the Southeast Regional Office of the Department of Environmental Protection, including both hard copy and electronic formats. Providing this support allows for the most effective and efficent methods for staff and the public to access the Department records while in the office and teleworking. |
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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. Assists in setting priorities for the clerical assistant 2's in the support unit, determines work flow and needs assessment of the unit, meets with supervisor on a bi-weekly basis to determine enhancements for the unit and apprise the supervisor of any problems or difficult working situations. Assigns work to the clerical assistant 2 employees in the unit as needed. Assures that all assignments are complete and accurate. Trains all new staff on centralized filing system, RMS, EDMS, and public review. Tracks performance standards and provides input to the supervisor for Employee Performance Reviews. Responsible for maintaining RMS and EDMS- OnBase which allows staff to query and reserve records from their work areas anywhere in the Commonwealth. All inputs must be accurate and require consistent data entry skills. File names, if input incorrectly or with incorrect spacing, would either be lost to the system, not match like files, or would create an unique entry that may not be retrievable. Independent judgment is used in maintaining RMS for records central file system. This includes researching, reviewing, proofreading, and independent decision making regarding requests for new files, and changing old file names, deleting files, and deciding the exact way to input each record, which include the use and knowledge of the naming standards, and assuring compliance with retention schedules. Examines all documents consisting of permits, technical reports, and correspondence to verify requests are consistent and adheres to the regional policies and procedures established for each program. Must be able to analyze the request from the programs, determine if the request is appropriate, understand how the request will impact the existing files on the system, determine the changes to be made, and to carry them throughout the system which may include creating new files and changing existing files across programs. Ensures each database record reflects the actual file, inputs bar codes on all new and changed files, verifies bar codes are accurate and properly labeled. Familiarization with the ORACLE commands and OnBase database usage are essential to this position. Also, this person interacts with the programmers from Central Office, Bureau of Information System, when changes and updates need to be made to the software application. Work is done independently, but problems are referred to the immediate Clerical Supervisor of the Records Management Unit. Handles and assists records staff with preparations of files being microfilmed and electronic filing. Delegates work to be completed to subordinates, assuring that the work is moving continuously through the unit. Assists with the processing of work entered into the oracle database by subordinates, in order to maintain an accurate and sufficient database system, that reflects the entire hardcopy files. Filing: Responsible for being knowledgeable of the Records Management filing system and the Oracle Database System, responsible for pulling files for in-house staff, examining and sorting material to be filed; filing all material in its proper file; returning material to the programs, which do not specify where documents are to be filed; receiving all incoming files being returned; and marking returned files “in” on our Data System. The lead worker will also be responsible for seeing that all documents being sent out to be microfiched are prepared properly and written up on the proper forms. Before the records are sent out they shall make sure that RMS database has been updated to show the status of all records that were sent to be microfilmed. They shall also make sure all Unique Source paperwork is completed properly, signed and dated for when Unique Source comes to make pickup of the documents and when documents are returned to agency the lead worker shall inspect all microfilm to assure all documents have been returned. The lead worker will coordinate with the Records Center’s schedule and drive to the proper off-site storage location to deliver records, microfilm, and backup microfiche. Back-up Appointment Desk: Responsible for making appointments for public review by scheduling appointments and reserving files on the Database system; responding to all written requests within a 24-hour period; requesting, receiving, and processing appointment confirmation letters; greeting the public in a professional manner; pulling and returning all files for public review; screening all files for “confidential information,” processing all copying charges; mailing all paid copies in a timely manner; generating through the ORACLE system, a Public Review Report; providing electronic copies to requestors where appropriate and instructing them on the use of the department's File Transfer Protocol server; maintaining data use standards on the department's FTP server to avoid overuse of server resources by outdated file request; and ensuring that the public review area has adequate supplies and that the area is neat and orderly. Responsible for creating and submitting a response letter to external clients, which must be accurate. Responsible for receiving and processing all RTKL requests in a timely fashion via electronic transmittal to all program liaisons, and assuring compliance with agency policy and government regulations. Electronic Data Management System (EDMS - OnBase) Responsible for the initial set up, training and proper formatting of all files that will be scanned into the EDMS - OnBase which involves following the retention schedule to determine which files need to be scanned. Once the scanning process is underway it will be the lead worker’s responsibility to see that all files are broken down in their necessary formats to be entered into the EDMS - OnBase. Duties include and are not limited to the following: All data entry into the Records Management Unit ORACLE database which includes creations, changes, deletions, and recreations. Quality control and review of all data before it is entered into the ORACLE database. Reviews and resolves all of the files marked in each day to ensure no files are unaccounted for. Reviews and resolves lost reservations report. Cross-trained at completing any task in the Records Management Unit and fills in when necessary. Responsibilities also include maintaining the A through Z filing system by ensuring all files are kept in alpha-order; making sure files are neatly on the shelves; and by purging any folders that have incorrect labels or folders that are no longer useable. Operates office machines such as the computer, adding machine, calculator, and any of the mail processing machines on an as needed basis under conditions of work which do not require any prior familiarity in use. Other Duties: Continue training on OnBase and Vidar software. 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. Receives requests for exceptions to policies and procedures established for Records Management Unit. Will authorize, advising staff to provide necessary documents, copies, etc. Notifies supervisor of exceptions authorized. |
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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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