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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00071362 |
Description Activated On: 9/2/2025 8:07:30 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. Employee performs a wide variety of work to assist in the management of Pine Grove Furnace State Park in the State Parks Region #3. Employee completes a complex variety of administrative staff work and is responsible for relieving the Park Manager of many office management duties. Employee is technically skilled and proficient in all administrative aspects of Department of Conservation and Natural Resources (DCNR) and Bureau of State Parks (BSP) management including detailed knowledge of Budgeting, Procurement, Governmental Accounting, Human Resources, and Public Relations. Employee must be able to interpret and implement the Commonwealth, Department and Bureau policies and procedures. Completes work with considerable initiative and independence. Employee must show judgment and discretion due to access to confidential and sensitive information. Employee uses independent judgment in determinations on a variety of problems or procedures. Work involves making independent operating decisions on the appropriate disposition of work based upon experience and knowledge of office and departmental operations. Employee acts with authority on office management/administrative functions. Reviews of work performed are conducted through established annual employee performance reviews. Work includes public contact and effective communications to establish and maintain cooperative working relationships with employees and other agencies. As necessary, represents the park at meetings, training, etc |
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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. PROCUREMENT, BUDGETING & GOVERNMENTAL ACCOUNTING, REVENUE Employee is responsible for implementing all phases of procurement, expenditure accounting, DCNR Procurement Card Program, preparing budget estimates, monitoring and receiving and controlling revenue receipts utilizing the Active Works Outdoors Reservation System. PROCUREMENT—Employee must be knowledgeable and able to implement the processes of the Commonwealth SAP Procurement module and Commonwealth Purchasing and SAP Guidelines including the terminology, screen accesses, etc. to accurately determine and complete the purchasing process. Must review DGS website for current state contracts. Responsible for preparing purchase orders for state contract or locally bid commodities and services via SAP. Prepares orders for various commodities and services. Receives ordered items and verifies receipt via SAP MIGO. Processes any respective invoices through DCNR Comptroller’s Office. Working directly with vendors, resolves any payment or purchase disputes. Researches payments, charges, credits, etc. utilizing SAP Procurement module and SRM, FI. Utilizes Supplier Relationship Management (SRM) System to secure items from participating vendors or DGS warehouse. For purchases between $5,000 and $10,000, employee prepares/reviews bid documents to ensure appropriate specifications are utilized to allow for competitive bidding, Opens, reviews and interprets competitive bids for accuracy, completeness and acceptability. Awards bid based on established criteria. Knowledge of various regulations such as MBE/WBE, contract compliance, advertising, contractor responsibility, etc. is required MasterCard, with US Bank - Established procedures for the credit card purchase program are used in lieu of issuing advancement account checks for various supplies and services. Thorough knowledge of these procedures is required. Reviews each invoices for accuracy. Contacts vendors for credits, corrections, etc. as required. Verifies and justifies charges utilizing the online banking reconciliation program. This includes verifying and correcting the coding, splitting expenditures, and disputing any charges. Maintains card use log. Reconciliation of statements with actual invoices is performed monthly. Responds to monthly DCNR and Comptroller Audit requests. BUDGET& ACCOUNTING - Annually prepares Operations & Maintenance (O&M) budget estimates for the park. Maintains a history of the park’s spending practices for use in preparing estimates. Prepares various fiscal and statistical reports utilizing Bureau of State Parks (BSP) Fiscal module and SAP to forecast status of expenditures for O&M, special projects, etc. to ensure expenditures do not exceed budget amounts. Conducts mid-year review with manager to adjust allocations and project expenses to end of fiscal year. Review encumbered documents and liquidates balances not anticipated to be spent by end of fiscal year. REVENUE CONTROL - Must be knowledgeable of the Active Works Outdoors Reservation System to post revenues for various fees, services and reservations. Prepares cash balance to reconcile revenue on hand balances with receipts issued to date. Reconciles Cash Drawers making adjustments as required. Deposits and transmits receipts per established Commonwealth guidelines utilizing the transmittal of revenue without receipt process. Monthly reconciliations of the depository account are prepared and maintained per retention schedule guidelines. TRAVEL MANAGER – Inputs, as required, travel expense request for employees. Verifies trip begin and end times as well as reimbursement requests are accurate and appropriate. Knowledge of travel regulations is required. Sends necessary receipts to Comptroller for payment processing. Records expenses in BSP Fiscal Management Program. HUMAN RESOURCES - With the implementation of SAP Human Resources System, this employee is responsible for absence and time activity for all employees of Pine Grove Furnace State Park. Must possess knowledge and be skilled in the use of the SAP HR system to record absences, time activity, input substitutions, etc. Knowledge of employee benefits, leave programs, labor agreements language, etc. is required. Human Resource Transactions--Completes necessary forms to process human resource transactions that include Civil or Non-Civil Service appointments, terminations, Leave Without Pay transactions, etc. Requests, canvasses and processes Civil Service lists according to established procedures. Assists new employees in completing proper appointment papers. Informs them of pay schedule, hours paid and leave entitlement, if any. Reviews orientation information with new employees. Completes unemployment compensation requests as needed by researching data from payrolls and personnel records. Any discrepancies is researched and corrected. Time - Inputs Time and Schedule Substitutions via SAP/ESS as needed for all salaried and wage employees. Ensures timesheets are completed with employee and supervisor signature and retained for future reference. Inputs Labor Distribution as required. Verifies work schedules prepared by the Park Manager comply with broad guidelines set forth by union contracts. Reviews, determines and requests changes to SAP Personal Work Schedules. Calculates overtime based on hours worked, Personnel Rules, Department policy, and applicable labor agreements as well as rules governing management employees. Reviews Business Warehouse payroll reports to verify employees were paid accurately. Corrects time and attendance errors through the SAP/ESS system. Maintains records on compensatory and holiday quotas and use in accordance with established policies and labor agreements. Absences - Explains leave entitlement to new employees. Inputs and tracks paid and unpaid absence requests. Audits requests for absence for accuracy. Records absences via SAP/ESS. Corrects absence errors through the SAP/ESS system. Obtains supporting documentation for special leave circumstances, ex: sick leave, jury duty, military leave, etc. Tracks SAP quotas for accuracy; processes and justifies correction requests. Informs employees’ supervisors of leave problems, improper documentation as discovered through auditing forms, reviewing leave output documents, or a regular post audit of records. Determines dates for returning and placing wage employees on leave without pay (LWOP). Inputs AO absence start and end dates into SAP. Accident Reporting - As required, completes and inputs accident reports cooperatively with injured employee. Handles correspondence with health care providers relating to the injury and payment of services, with employee Benefits Section and compensation carrier to process work-related injury claims. Maintains record of leave used and earnings while off work. Acts as contact to resolve injury claim problems or to clarify employee’s status. Prepares discipline letters, employee performance reviews, job descriptions and ADA standards for each position acquiring proper signatures and forwarding copies to the proper office. Maintains confidentiality of personnel records. OPERATIONS - Prepares documents, tracks payments, and secures required signatures and approvals on Special Activities Agreements, Letters of Authorization, Commercial Use & Short Term Leases, Leased Campsites, and Occupancy Agreements by meeting with sponsors/tenants discussing logistics, explaining insurance requirements, etc. Uses Stare Parks Portal as needed to accomplish tasks. As required, manages the operations of approved Bureau of State Parks Revenue Enhancement Projects such as food and refreshment, boat rental and pool operations. Product ordering, pricing, inventorying and tracking is required. Expenses are tracked and revenues projected for concession operations to prepare annual end of season summary. Justifies continued operation and projects revenue annually. Tracks sales/use via Active Works Outdoors system. Is competent and familiar with all aspects of the Active Works Outdoors system for sales, permits, reports and revenue operations. Prepares and tracks documents, tracks payments and inspections for leased campsites. LEAD WORKER - Plans, organizes work assignments for seasonal clerical/administrative staff. This includes assigning, distributing and interpreting work assignments, reviewing work for accuracy and conducting on-going training. GENERAL Computer operations--must be knowledgeable in MS Office Suite which includes Outlook, Word, Excel and Access; Active Works Outdoors, SAP, SRM, FI, Portal, etc. Reviews e-mail to ensure time sensitive items are completed within established time frames. Reviews correspondence, news sources, technical literature and Departmental, Bureau and Park activities and informs Park Manager of significant developments and problems. Ensures all weekly, monthly, quarterly, and annual reports are completed accurately and submitted within established timeframes. Becomes familiar with new policies and procedures; discusses changes in office practice with Park Manager; instructs others in the new methods. Works with considerable independence within standard operating procedures, however, detailed supervisory guidance and direction is provided by the Park Manager. Assignments require detailed knowledge of the functions, procedures, and organization of State Park management and the Department of Conservation and Natural Resources to perform the varied duties required of a state park office function. Makes decisions within established guidelines concerning the process to be followed, the appropriateness of the information to be processed, and the actions taken. Performs related work as 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. Employee must make basic decisons under current policies and guidelines related to customer service inquireies, reservations and general questions. Employee makes decisons on routine procedural questions related to the performance of purchasing and HR duties and keeps supervisor appraised. |
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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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