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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00071429 |
Description Activated On: 8/6/2026 8:17:43 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. The Clerical Assistant 2 position is responsible for Program Support in the Oil & Gas Program in the Northwest Regional Office. Responsibilities include all facets of permitting for the program from acceptance of permits to issuance as well as processing all associated documents. Routine program support also includes processing of mail, answering phones & copying. |
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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. Program Specific Duties 1.Perform administrative review of drilling permit applications. Verify the administrative completeness of the application; create application in efacts. Contact operator via letter or phone call as necessary detailing reasons for incompleteness. 2.Prepare issued drilling permits in eWell for distribution to Operators and upload to OnBase. 3. Issue drilling permits under the Departmental time frames. Verify that information on the permit is correct in efacts based on the application submittal. Make corrections to efacts data entry prior to issuance. Verify that all permitting requirements are included at issuance. 4.Verify appropriate bonding is in place for permit applications submitted via ePermit. 5. Process Well records, Completion Reports, Site Restoration Reports, Notice of Intent to Plug, Plugging Certificates, Wells Permitted but never Drilled and other paperwork associated with the Oil & Gas program. Processing of this paperwork includes making copies, data entry, emailing to staff and Operators & upload files to OnBase. 6. Track fees received for drilling applications on the tracking spreadsheet identifying permit fee and associated surcharges. 7. Process Chapter 102/105 Permit applications using the administrative review checklist. Create appropriate 102/105 Permits in efacts. Track fees on spreadsheet. Enter 102/105 Permits on the application tracking spreadsheet providing all required information. 8. Issue Chapter 102/105 Permits after engineering review is complete. Prepare PA Bulletin notice for 102/105 Permits. Dispose of application in efacts & track dates on application tracking spreadsheet. 9. Maintains alphabetical and numerical filing systems and utilizes the Records Management System (RMS) and OnBase. Change file names and delete files. Pick up filing, prepares materials for filing, files information, retrieves files, and delivers files. 10. Responsible for assisting with public file reviews, pulling and returning files, screening files for confidential information, making copies, processing copying charges, placing electronic documents in a OneDrive folder. 11. Utilize the OnBase records system to create and maintain electronic files using proper OnBase standards. 12. Convert hard copy files to electronic files in OnBase. Update RMS program upon completion. General Duties 1. Utilize resources in the Oil & Gas program including regulations, fees, forms and publications and online information to provide information to the public & staff. 2. Provide forms, guidelines, laws, regulations pertaining to the Oil & Gas program either electronically or in hard copy. 3. Provide information/assistance to companies in regards to permitting issues & general Oil & Gas information. 4. Effectively utilize and navigate program systems: eWell, eFacts, eSubmission, ePermit, OnBase, and RMS. 5. Receive/route telephone inquiries to appropriate staff/Regional Office. 6. Receive public complaints in regards to oil and gas activities within the Region, in absence of Complaint Coordinator. 7. Proofread & correct documents & permits. 8. Maintain courteous and effective working relationships 9. Operate PC and other office equipment. 10. Prioritize job duties in accordance with daily events. 11. Attend training courses and staff meetings as required. 12. Promotes and exemplifies the Department’s Mission, Vision, and Values in all aspects of work performance and professional conduct. 13. Advances DEP’s strategic priorities through collaboration, commitment to data-driven decision-making, delivery of high-quality customer service, and active participation in modernization and continuous improvement initiatives. 14. Inputs, maintains, and updates data in prescribed formats to meet data quality standards established through guidance, training, policy, and procedure across all DEP electronic data systems. Responsibilities include ensuring the accuracy, completeness, consistency, and integrity of all entries, as well as utilizing available system tools and validation processes to minimize duplicate records and data quality issues. 15. Complies with all applicable laws, regulations, policies, procedures, guidance, and training requirements related to assigned duties and DEP electronic data systems. 16. In conjunction with the supervisor, participates in knowledge management and knowledge transfer efforts by identifying key aspects of assigned duties and proactively sharing knowledge with other employees to support continuity of operations and organizational effectiveness. 17. Develops, maintains, and annually updates a comprehensive desk manual documenting essential duties, standard operating procedures, workflows, system processes, key contacts, reference materials, and other critical operational information necessary to support continuity of operations and effective knowledge transfer. Employees are responsible for ensuring desk manuals remain accurate, current, and accessible in accordance with Department requirements. This position 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. |
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. Make independent decisions in regard to processing incoming permits of all types in order to compensate for staff absences, weekends & holidays and to remain in compliance with Departmental deadlines. Make independent decisions in regard to information requests from operators and determine which staff can provide assistance and/or provide the necessary paperwork. |
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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. N/A 5. N/A 6. N/A |
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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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