Position Description

Commonwealth of Pennsylvania
POSITION DESCRIPTION FOR JOB POSTING
Position Number: 00062394	Description Activated On: 3/30/2026 2:35:47 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.

Provides and directs administrative support for the Bureau of Fisheries to include, but not limited to, purchasing, fiscal, payroll, HR liaison, training, and clerical support services.

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.

Supervises and/or provides guidance to bureau administrative and clerical employees engaged in fiscal reporting, procurement activity, HR issue resolution, timekeeping, data input, filing, and general office support. Performs the full range of supervisory functions.

Coordinates and updates the bureau’s operation plan, financial reports, budget and re-budget by working with bureau staff to develop forecasts and budget documents, monitoring the budget and alerting management to irregular spending patterns and potential budget shortfalls, and recommending solutions to budget problems. Tracks budget and financial reports throughout year. Performs reconciliation and assists in future budget planning. Approves expenditure of administrative funds, including supplies, equipment, training, and travel, among others. Maintains and monitors list of committed grants including Act 13 employees. Assists in creating the bureau’s budget analysis for operational and public benefits of bureau products. Tracks purchase orders (PO) and non-PO invoices and reconciliations.

Provides administrative support to managers and supervisors on various HR-related matters. Supervises, tracks, and participates in the coordination of filling vacancies from requests to fill positions to processing of Personnel Action Requests (PAR), among other recruitment and hiring functions. Coordinates HR actions with HR office. Serves on the agency-wide safety committee. Serves as backup for payroll functions.

Provides administrative and editorial review of quarterly Commission meeting bureau draft agenda items and ensures established Commission meeting and Fisheries Committee meeting timelines are met.

Updates and revises the bureau’s Continuity of Operations Plan (COOP) and bureau directories.

Performs other duties as assigned and required.

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.

Functions with a high degree of independence within assigned duties and handles all routine duties independently with little supervision. Determines procedures and assignments of work for subordinate staff. Approves spending of administrative funds and recommends budget action for non-administrative funds. Makes decisions for assigned functions withing policies and recommends actions to supervisor if outside of scope of existing policies. Budget, policy, or discipline are discussed with the bureau director and division chiefs prior to taking action.

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

Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.

1.	Maintains a working knowledge of agency policies, personnel rules, Master Agreement and Memorandum, and Management Directives.
2.	Exercises judgement and discretion in applying and interpreting departmental policies and procedures.
3.	Supervises, trains, and guides subordinate staff.
4.	Uses electronic technology to high level of competency.
5.	Utilizes the comprehensive SAP system in the areas of payroll, personnel, purchasing, budgeting, grants, and financial reporting.
6.	Develops and initiates bureau administrative procedures and operations and evaluates their efficiency and effectiveness.
7.	Establishes and maintains effective working relationships with employees, other entities, and the public.
8.	Effectively communicates orally and in writing.
9.	Effectively uses a personal computer.
10.	Travels as needed.