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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00062512 |
Description Activated On: 12/3/2025 8:35:11 AM |
Position Purpose: Describe the primary purpose of this position and how it contributes to the organizations objectives. Example: Provides clerical and office support within the Division to ensure its operations are conducted efficiently and effectively. This is a skilled position responsible for assisting the Cornplanter Forest District Manager with a variety of administrative, operational, communication, personnel, office management, employee relations, public relations and clerical work. This position requires independent judgement and action and must properly interpret the Commonwealth, Department and Bureau policies and procedures relating to all administrative and District work. |
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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. FISCAL OPERATIONS/BUDGET/ADMINISTRATION Monitor the Cornplanter District budget to keep it within the allocated funding. Maintain District accounts and ledgers under the current Commonwealth business system. Receive bills and invoices; and process payments in a timely fashion --- determining the correct GL account, cost coding and justifications as needed. Prepare purchasing documents for District purchases using the field purchasing manual along with the advancement account and purchasing card rules. Determine the proper purchasing method, utilizing state contracts, UniqueSource catalog, DGS warehouse and local vendors. Maintain direct responsibility for mail. Maintain postage meter and monthly accounts for postage use. Maintain contract for postal meter and all postage increases. Determine the most timely and cost-effective method for outgoing mail. Keep an inventory of postage used. Compile lists of vendors, develop and prepare RFQs for contracting bids. Solicit bids and place orders for all supplies and/or equipment. Act as primary contact person for purchasing documents and inquires. Keep an accurate record of the three (3) master card accounts within the district. Gather invoices, reconcile and justify purchases, prepare correct account coding and balance the statements. Prepare monthly budget reports for the District Forester on the District budget and all specific funds. Audit all District expenses using the current report system. Reviews telecommunication (cell phone, MiFi, etc.) bills when directed for all District devices and alerts District Forester of any issues, abuse or excessive/prohibitive use. Make corrections/updates to the Commonwealth Directory. Monitor and purchase supplies for the Cornplanter Forest District and staff. Administer cleaning contract for the Cornplanter Resource Management Center/District Office. Administer all District refuse, sanitation, cleaning, recycling, etc. contracts. At least bi-annually, assist the District Forester in planning and determining budgetary needs. Make reservations and travel arrangements for District staff as needed. Help employees coordinate travel arrangements and issues. Input travel expenses for District staff and other fire personnel (EFFs, ADs, Wardens, etc.) Completes and submits Out Service Training (OST) requests and/or Out of State requests as needed. Serve as primary contact for District leases and other contracts. Monitor CDC costs, automotive repairs and costs, utility bills and all other expenses that are centrally withdrawn from the district budget. Monitor and follow purchasing deadlines, fiscal and year-end deadlines and all other purchasing constraints and policies. Keep District Forester aware of deadlines and purchasing limits. PAYROLL/TIME & ATTENDENCE Prepares and processes the payroll for all District employees on the current compliment. Prepares 5 or more yearly AWS work schedules of specific work times and provide copies to District Manager, supervisor and employee. Determines and codes employee work hours and overtime to specialized training codes that includes Federal program areas of Forest Fire Protection, Rural & Community Forestry, Silviculture, Forest Health, Ecological Services, Urban Forestry, and Minerals Management. Collect working hours of wage employees from their supervisors for preparation of the CAT Timesheets and entry into SAP. Type and verify employees alternate work schedules and alternate work schedule agreements. Secures paperwork and verifies all time worked by out-of-state wildland fire fighters. Calculates RT and OT hours for DCNR employees on out-of-state fire assignments. Codes RT and OT hours to appropriate funds assigned to each fire on CATS sheets and in SAP. Monitors District OT/COMP and wage expenditures and reports problems or discrepancies to the District Forester. Manually calculates attendance hours, determines appropriate attendance codes and enters the appropriate attendance information in the CAT's. Determines the appropriate start date of work schedule changes. Calculates the work schedule rule and submits to Central Office Time Advisor for entry into the SAP schedule. Requests additional information from the employee and supervisor and assists in choosing the most advantageous option if no clear choice of schedule is available. Determines when temporary changes (substitutions) of either an unexpected or a long-term basis to individual employee schedules are necessary. Enters a substitution into the SAP system via transaction PA61 for each individual employee. Calculates and enters the correct hours to be paid for Working-out-of-Class status and Shift Differential in accordance with policy and union agreement. Prepares personnel time data reports. Enters holiday absence hours for employees as appropriate and also prepares a list of employees eligible to be paid for holidays that have not been taken within 90 days as well as a list of employees eligible for increased holiday quota as a result of working on a holiday. Determines if errors occur after employee time is processed by generating SAP error reports. Responds to requests for information from employees, supervisor, and Human Resources staff. Research issues regarding incorrect pay or leave balances for follow up via telephone or email with employee or supervisor. The research may require detailed review of overtime and leave forms and SAP input as well as a reconciliation with employee remuneration statements. Research and calculate quota corrections and works with HR to resolve. Also contacts Human Resources to resolve complex issues that arise or request policy clarifications. Maintains and reviews information regarding Holiday or Compensatory Time Quotas and requests that the Time Advisor complete a Time Quota Compensation Transaction when required. Prepares, on a quarterly basis, the overtime equalization report and posts it at the district office. Prepares a leave summary report for each employee during the last quarter of the calendar year to assist the employees in scheduling unused leave. Prepares and maintains yearly Record of Absence (ROA) calendars for staff to calculate and forecast annual and sick leave balances. Generates begin and return leave without pay (B/R LWOP) letters and other applicable forms for wage personnel prior to effective dates. Distributes signed and approved documents to wage employees, provides copies to HR, and retains originals in DO and employee's file. HUMAN RESOURCES/PERSONNEL Act in a confidential capacity on topics pertaining to personnel or other subjects or issues that require sensitivity and discretion. Act as the Districts Workers Compensation Coordinator. Distribute current listing of panel physicians and new information to supervisors. Enter WC claims as needed. Assist with preparations of personnel-related documents for all wage employees to include all new appointments, terminations, resignations, leave-without-pay, returns and retirements. Assist supervisors with hiring process, including requests, scheduling interviews, reviewing paperwork, etc. Maintain employees personnel files including all required documentation. Process and assists with travel card applications. Serve as the primary Districts Uniform Coordinator. Maintain accurate uniform records for all employees. GENERAL OFFICE OPERATIONS Greet and assist visitors and field phone calls from the public. Provide requested information to the public and other entities. Responsible for collecting automotive reports from all employees who are assigned state vehicles. Checks reports for accuracy and completeness, then enters the information into the VMS system for Central Office. Maintains up-to-date fleet vehicle files, including maintenance records. Prepares transfer/turn-in paperwork for vehicles. Maintains and provides automotive mileage sheets to employees for fleet vehicles Assists with the completion of vehicle accident reports for district personnel, fire wardens and fire crews as required. Operate P25 2-way radio system utilized for internal District communication. Completes correspondence, forms, records and other necessary documentation as directed by the District Manager. Maintains brochure rack cabinets, including inventory, display of seasonal literature, organization and appearance. Advises District Forester of new literature availability. Maintains, edits, prints and distributes business cards for staff as requested. Maintains current and accurate District files, records and information according to Commonwealth retention policies. Maintain current job postings of job opportunities, schedules and announcements. Maintain District recycling programs (ink/toner, rechargeable batteries, paper, etc.) Maintain current postings of all Management Directives, SEAP contacts, policies, etc. Provide interested individuals with state employment information. Assist District Forester in establishing and maintaining cooperative working relationships with other governmental agencies and entities. Attends and participates in all District Staff Meetings, taking minutes and distributing to staff afterwards. Attends and participates in all administrative, clerical trainings (i.e. Clerical Conference, etc.) as required. Prepare neat, accurate reports within outlined deadlines. Maintain a record of daily activities in both narrative and financial manner. Maintain a clean, neat, organized work location. Maintain positive working environment with other district employees. Follow Commonwealth/department/bureau/district policies regarding time and attendance, leave, etc. REVENUE Assists with preparing DEP water sample kits for public purchase. Process POS transactions in Aspira for the purchase of DEP water sample kits. Maintain accurate and complete tracking records of all purchases and issuing of free test kits when necessary. Promptly contact courier service to schedule pick-up of submitted water samples. Prepare cooler for sample storage and courier pick-up. Collects and accounts for cash, checks or credit card receipts received for water samples and fuelwood and camping permits. At the end of shift, close financial session in Aspira, print financial summary and deposit money/summary into district safe. Prepare bank deposits, reconciles local bank account balance, perform revenue transmittals. Record/deposit time sale bonds and contract payments. Return performance bonds as directed. FOREST FIRE MANAGEMENT/FOREST HEALTH MANAGEMENT/COOPERATIVE FOREST MANAGEMENT Perform fire desk dispatching during fire season as required or scheduled during evenings or on weekends. Assist in the dispatch of fire wardens, wildland fire crews and volunteer fire companies for wildfires. Assist with food purchases and other emergency needs for wildfire incidents. Assist with preparations for fire warden training/events, ANF/BOF COOP meetings and other fire trainings. Responsible for maintaining a current list of fire wardens and notifying the Division of Forest Fire Protection of any changes. Update warden files, warden database as required. Assists with annual edits, updates and changes to District's Emergency Response Plan as requested by District Fire Warden. Assists with submission of plan to the Division of Forest Fire Protection by deadline. Creates and maintains documentation of district wildfires --- to include both historic and statistical information of causes, locations, acres burned, etc. Creates birthday, anniversary, get-well greetings, invitations, notices, training updates etc. for distribution to fire wardens, VFD's, cooperating agencies, staff, etc. Staff dispatch desk during forest health recon flights and suppression flights. Prepare and submit all flight invoices for wildfire protection and forest health aerial recon flights. Maintains contact lists for mailings related to private forest landowners, cooperating agencies, etc. As needed, assists Service Foresters in preparing correspondence, reports, and other documentation, etc. Prepares and submits transmittals of revenue for fuelwood permits, and timber permits. Assists in maintaining the districts timber sale files and when necessary, prepares and submits required documents to the Silviculture Section. Prepares, calculates and submits FMT-11, Fuelwood Reports to ADF or DF bi-annually (July & December) for submission to Central Office/Silviculture. Maintains the districts timber sale bidder listing. SAFETY Conduct all official activities in accord with Bureau safety policy and the Bureau Safety Code. Report and/or repair safety hazards, which may threaten district personnel or others. Remain familiar with first aid equipment and supplies at the district office. Attend and participate in all safety meetings and trainings as directed. TRAINING/SELF-DEVELOPMENT Attend and participate in formal training as designated by supervisor. Take advantage of material and opportunities available for self-education in the clerical and paraprofessional field. Complete an annual employee self-development plan and takes steps to acquire additional skills or knowledge. Maintain a personal record of trainings completed and certificates received. This job 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 or as assigned. |
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 supervisors signature. Makes decisions regarding purchasing and payment invoices based on policy and procedures. Makes decisions on travel vouchers regarding travel allowances. Determines when payments are due and prepares such accordingly. |
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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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