|
Commonwealth of Pennsylvania |
|
|
POSITION DESCRIPTION FOR JOB POSTING |
|
|
Position Number: 00061818 |
Description Activated On: 1/5/2026 11:52:41 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. This position performs clerical work which requires the utilization of typing skills. Work involves typing of a variety of letters, reports, contracts, transmittals, vouchers, and agenda in draft and final form and includes responsibility of the format and grammatical accuracy of the material typed. Work involves providing services to managerial and professional foresters, seasonal and other employees. Work also includes database and spreadsheet applications and accepting money for the sale of forest products. This employee performs the timekeeper duties by entering salary and wage employee hours and leave. |
|
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. Timekeeping 1. Accurately code employee overtime, call time, standby time, shift differential, hazard duty pay, and holiday pay in the SAP system. 2. Input wage, overtime hours, and appropriate leave into the SAP computer system for employees who cannot access the system. 3. Run SAP reports for timekeeping errors and approvals. 4. For employees called out on specialized crew assignments, accurately code work hours and overtime hours in SAP and on Forest Fire Protection Division time sheets. 5. Assist in any changes in coding or instructions to district personnel. 6. Complete alternate work schedule reports and update as needed. 7. Enter leave without pay for wage employees not working their regular scheduled shift. 8. Prepare, on a quarterly basis, the overtime equalization report and post it at the district office. 9. On a supervisor's request, prepare a leave summary report of annual, sick, personal and comp leave to assist employee and supervisor in scheduling unused leave. 10. Produce annual report of all holiday time usage. Forest Fire Protection 1. Organize, layout and mail or e-mail the District Forest Fire Warden Newsletter on an as needed basis. Provide fire program administrative information and articles for inclusion in the newsletter and convert the electronic file for e- mail. 2. Obtain daily fire weather and rating, disseminate to the staff and record as directed. 3. Update District Staff, Wardens, and County Emergency Management Centers of: predicted and actual fire weather, predicted and actual fire danger warning, predicted and actual District preparedness levels, and all fire weather alerts via email and radio as directed by fire staff. 4. Maintain fire weather records. 5. Monitor the District base radio and conduct weekly radio checks with staff. 6. Send and receive messages via radio as necessary. 7. Maintain and update the District's radio inventory. 8. Complete data input, submit and file fire reports, bills and claims for all wildfires submitted by the District’s Fire Inspectors and Fire Foresters. Verify information such as Federal Identification Numbers and Vendor Identification Numbers necessary for the completion of these reports. Request SAP Vendor number when necessary. 9. Maintain and update card files and warden databases on all Forest Fire Wardens. 10. Update information in the District Forest Fire Resource Plan on an ongoing basis from information provided by District Fire Inspectors, Fire Forester and other sources. Maintain a current master plan on the district server. Print out and distribute a resource plan to district staff members on an as need basis. Email changes and updates to all District staff members as changes occur. 11. Prepare, assist with and process wildland fire crew documents. Maintain files and database for wildland fire crew members. Complete mailings and assist with crew contacts when there is a call-up. Provide information to family members regarding crew status during fire details. Prepare memo as per Division of Forest Fire Protection for all vehicle mileage reports and travel expenses for those involved in out of state fire detail. 12. Serve as Fire Duty Officer during regular office hours and when required evenings, weekends, or holidays. 13. Update, post and distribute the District Fire Duty Officer assignment calendar to ensure district office coverage during periods of fire activity. 14. Assist in preparations for the District’s Annual Forest Fire Warden’s training meeting, including but not to exclude: printing of invitations, mailing of list, maintaining an RSVP list, coordinating with Forest Fire Warden’s Association representative to produce an accurate list of attendees. Format and reproduce the training meeting agenda and assist at sign-in. Organize and assist with the distribution of awards such as WHIPS and “Years of Service”. 15. Accurately enter completed prevention events into the PREVACT data base. Maintain and file prevention program documentation. Clerical 1. Prepare reports and correspondence for the District Staff. 2. Answer incoming telephone calls for the district office. Take messages; make referrals to other departments, bureaus, programs, etc., when necessary. Answer questions and inquiries from the general public regarding items of a non- technical nature and/or refer to appropriate technical staff members. 3. Answer mail of routine, non-technical nature. 4. Receive visitors, answer routine, non-technical questions or refer to the appropriate personnel. 5. Take notes of meetings and transcribe for distribution. 6. Distribute postal mail on a daily basis. Check and distribute / e-mail from the district account twice daily. Prepare all outgoing mail with proper addresses, envelope, and postage on a daily basis. Monitor postage usage to advise when replenishment is required. 7. Maintains District Bulletin Board holding information on schedules, SERA issues, notices to employees, etc… 8. Serves as the District’s Coordinator for reserving of Conference Room and Library for conferences and meetings. 9. Attend training meeting relating to performance of related office duties. 10. Maintain office supply inventory and advise Administrative Assistant when items are needed to be purchased. 11. Assist in the development and distribution of an annual William Penn State Forest newsletter for neighbors and stakeholders. Equipment Management 1. Serve as VMS District Coordinator. Responsible for inputting monthly automotive reports into the VMS and M5 system in a timely manner. 2. Maintain vehicle files and inventory. 3. Maintain Gas card inventory. 4. Maintain key box. 5. File all automotive invoices and assist District Administrative Assistant with repair cost records. Operations and Recreation 1. Prepares fuel wood permits and semi-annual reports. 2. Assist in: maintaining the district’s ginseng certification records and files and issuing of ginseng certificates to authorized dealers. Uniforms 1. Serve as District contact for field Uniform Orders. 2. Responsible for taking uniform requests from all field personnel. 3. Maintain accurate records for uniform orders for all field personnel, forwarding for appropriate action, and distributing items when received. Ensure individuals do not order more than approved for any one calendar year. 4. Responsible for coordinating pick-up and delivery of uniform items with maintenance and field staffs. 5. Ensure proper papers are filed with all uniform return items. Volunteer Program 1. Refer interested parties in volunteering to the DCNR Volunteer website. 2. Provide and maintain copies of signed forms required by DCNR policy outlined in the DCNR Volunteer Manual. 3. Assist Volunteer Coordinator in informing volunteers on properly reporting workplace injuries/illnesses and safety issues. 4. Approve and process travel expenses and submit them to the regional or central office volunteer coordinator. 5. Assist Volunteer coordinator in developing and administering an awards and recognition program for volunteers. 6. Keep maintain records as directed by central office and District Volunteer Coordinator. 7. Assist Volunteer Coordinator with Volunteer Program as required or needed. Human Resources 1. Acts as Workers Compensation Coordinator, responsible for maintaining up to date procedures manual. 2. Distributes current listing of panel physicians to be posted at worksites along with distributing new info to 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. Determines the nature of public inquiries and routes requests to appropriate staff for response. |
||||||||||||||||||||
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. |
||||||||||||||||||||
Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
|