|
Commonwealth of Pennsylvania |
|
|
POSITION DESCRIPTION FOR JOB POSTING |
|
|
Position Number: 00063387 |
Description Activated On: 7/16/2025 9:50:36 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. Provides administrative/clerical support for the Waste Management Program, Southwest Regional Office. |
|
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. Responsible for clerical review of new permit applications, revisions and amendments. Process includes verifying each submittal to determine if it is acceptable with regard to completeness, format and accuracy. If acceptable, coordinates all data. Includes transmitting application with cover letter to appropriate agencies and technical staff. When application is unacceptable, informs permits chief who will include information in deficiency letter to applicant. Inputs all permit, amendment and revision application information into e-FACTS tracking system, sets up reviews of applications for technical staff as well as outside agencies. Prepares notification of publication for the PA Bulletin, assures notifications are submitted in a timely manner. Logs all additional incoming and outgoing correspondence regarding permit applications and transmits any additional information received to proper outside agencies and departmental staff, thus assuring up to date information on permit application progress is readily available. After all reviews are complete and application approved, types Waste Management permit, organizes and distributes to applicant and appropriate agencies and closes out e-FACTS tracking system. Processes Module 1, Form U and FC1 applications. Involves reviewing for completeness, initiating e-FACTS computer tracking data and distributing to departmental staff. Logs final action taken and transmits approval or denial letter to appropriate concerns when review process is completed. If permit amendment is necessary, types appropriate permit information on amendment. Inputs Client and Site information pertaining to Waste Management applications into e-FACTS computer system. Assures data entries are input in a timely manner. Instructs Waste Management staff on various e-FACTS functions when called upon. Responsible for Waste Management penalty, annual operations report, and permit application fees. Maintains a database of all annual operations and penalty fees and assures fees are transmitted to Administrative Services through an electronic system. Responsible for tracking permit fees through e-FACTS system. Responsible for transmitting all fees to Administrative Services in a timely manner. Types correspondence, forms, reports, and contracts from handwritten drafts. Reviews correspondence for grammatical accuracy and typographical errors. Assists in scheduling meetings and reserving conference rooms when requested. Responsible for mail distribution, which involves opening, screening and distributing incoming mail for Waste Management Program. Responds to routine correspondence not requiring other staff attention. Prepares outgoing mail, which includes certified mail, wrapping packages, signing for mail delivered by couriers, sending mail to district and central offices. Screens and routes calls for Waste Management. Handles phone requests on status of applications and general information not requiring technical staff. Has access to Program Manager’s Outlook calendar. Updates when requested. Is contact person regarding problems with copier or fax. Notifies appropriate company if service representative is needed. Orders office supplies, forms, regulations and modules and maintain adequate supply. Performs related duties and back up as needed, especially in Environmental Cleanup Program. Uses office machines: PC, typewriter, fax and copier. 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 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 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. Carries out normal duties required to support program. An example would be researches database for information on various applications requested by public or staff. Responds to requester with information, or refers requester to tech staff when question is of a technical nature. Specific assignments outside of normal tasks are assigned and reviewed by supervisor. |
||||||||||||||||||||
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.
|