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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00073485 |
Description Activated On: 4/6/2026 4:01:33 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. Under the general direction of the Group Managers, this position is responsible for a variety of administrative activities related to public bulletin notices, eFACTs entries, Act 2 document completeness reviews, and document processing, HSCA cost recovery payments, waterline grants, invoice review and approval, and the regional contract management associated with the Land Recycling (Act 2) program, the Storage Tank Corrective Action program, and the Hazardous Sites Cleanup (HSCA) program. Employee maintains numerous spreadsheets to assist in regional administrative and operational analyses for the HSCA Program, and Land Recycling Program. |
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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. HSCA Establishes, executes, and manages water line grants within the Region. Coordinates the issuance of water line grants with local municipalities, the regional project officer, and central office. Assists in the development of a scope of work and negotiates township/municipality (grantee) solicitor/engineering fees prior to grant’s execution. Compiles all applicable documentation and prepares necessary paperwork for execution of the grant. Communicates and assists grantee (e.g., municipality, township) in execution of grant. Attends meetings with municipal officials, engineers etc. to provide guidance and expertise on the waterline grants, the associated administrative process and the cost reimbursement invoices. Validates grantee invoice submissions and supporting documentation related to water line grants. Resolves outstanding cost issues with grantee invoice submission. Provides regional denial/approval of grantee invoice submission. Maintains a spreadsheet of invoices that have been approved. Develops and manages regional contracts, including but not limited to bottled water, laboratories, property appraisals, lawn mowing and fence repairs. Responsible for soliciting necessary bids, negotiating contract terms, validating performance of contractor services, validating contractor invoices, and approving payment. This work also includes ongoing communications with the vendors, fiscal, and the project officers. Tracks HSCA regional contract activities with Regional Business Manager/Fiscal and Central Office. Coordinates review of the regional contract invoices with assigned Project officers and follows up on any inaccuracies that are noted. Maintains an information system for invoicing and approval of payments for Regional HSCA contracting activities. Coordinates with fiscal staff and regional project officers on opening and closing utility accounts required for HSCA, NPL and State Lead Sites. Assists regional project officers, if necessary, in the assembly information and documentation for the establishment and maintenance of the Administrative Record, in accordance with Act 108 and all aspects of Section 506. If necessary, assists in the review and response to public information requests on Act 2/HSCA/NPL sites. Ensures that all mandated HSCA PA Bulletin Notices adhere to the applicable template and submits the Notices for publication in the PA Bulletin and local newspapers as required in Act 108 and communicates publication dates to Project staff. Processes HSCA cost recovery checks, coordinating with the clerical staff, the ECB Manager, the HSCA Group Manager, the HSCA Supervisor, the project officer, the site attorney, Fiscal and Central Office. Maintains and updates the data spreadsheet for tracking cost recovery activities for the HSCA Program sites. Provides ECB Management, HSCA Management & Central Office with an updated cost recovery report as checks are processed. Attends public meetings when needed. If necessary, coordinates with Community Relations staff. Maintains eFACTS entries pertaining to the HSCA program. Act 2 Work Provides administrative and limited technical support to the Special Projects Section relating to the Land Recycling and Environmental Remediation Standards Act (Act 2). Reviews and implements the Act 2 regulations, Sections I & II.A.1-3 of the Technical Guidance Manual and Standard Operating Procedure For Handling And Reviewing Notice Of Intent To Remediate And Report Submissions (SOP) to ensure administrative processing requirements are met in a correct, timely, and effective manner. Maintains an understanding of the relationship of Act 2 to the Key Sites Initiative, Low Risk Sites, Brownfields Action Team, PennVest, Industrial Sites Reuse Program, and other related activities and initiatives, if applicable, in order to effectively promote all remediation and redevelopment efforts. Assists with tracking and management of Industrial Site Reuse Program and other grant/loan program submissions and decisions. In accordance with the Standard Operating Procedure (2018) For Handling and Reviewing Notice of Intent to Remediate (NIRs) and Report Submissions, performs the administrative processing of submissions including NIR, and Reports submitted pursuant to Act 2. Performs completeness checks of submissions and communicates findings with clients, the Land Recycling Group Manager, and Project Officers. Answers questions and communicates with the public, consultants and/or property owners regarding administrative processing of Act 2 documents. Provides guidance to the public on use of the Department’s Public Upload system to submit Act 2 documents. Maintains NIR spreadsheet and other tracking spreadsheets. Prepares and sends acknowledgment letters. Distributes NIRS, other case information, and reports to the project officers. Uploads electronic NIRs and final report summaries to shared folders and OnBase. Verifies proper payment for submitted reports and processes checks per office procedures and coordinates payment with the clerical and fiscal staff Prepares and submits accurate Pennsylvania Bulletin notices for NIR and report submittals and for Departmental decisions per Act 2 requirements, on a weekly basis. Interacts as necessary with Department Regional and Central Office ECB staff, the regulated community, and other agencies to address Act 2 administrative issues. Prepares response, deficiency and approval letters prior to the Program Manager's signature. Perform eFACTS entries for NIR, document submittals, and Departmental decisions (report approvals, disapprovals, administrative and technical deficiencies). Corrective Action Program (Act 32) Learn and implement the Corrective Action Process (CAP) standard operating procedure (SOP). Receive and process Storage Tank Corrective Action reports. Perform eFACTS entries. Prepare and send acknowledgement letters. Distribute reports to project officers. Perform eFACTS entries for Departmental decisions (report approvals and disapprovals). Prepare and submit accurate Pennsylvania Bulletin notices for report submittals and for Departmental final actions per Corrective Action Process requirements. Environmental Covenants Learn and implement the Uniform Environmental Covenants Act (UECA) standard operating procedure (SOP). Receive and process draft and final environmental covenants. Distribute covenants to project officers for review. Distribute final covenants to program manager for signature. Mail signed final covenants to remediators and responsible parties. Prepare environmental covenant approval and disapproval letters. Maintain the environmental covenant tracking spreadsheet or similar database. Perform eFACTS data entry for environmental covenants. Scan signed and recorded covenants and upload PDF documents to eFACTS and OnBase. Maintains the Activity Use Limitation (AUL) registry along with the Covenant registry for the Environmental Cleanup and Brownfields Program. Track covenant due dates. Follow up with regulated parties on overdue covenants. Ensure that signed covenants are properly recorded at the county recorder of deeds offices. Follow up with regulated parties if documentation of recordation is not received. Verify proper payment for submitted covenants and process checks per office procedures. Interact as necessary with Department Regional and Central Office ECB staff, the Office of Chief Counsel, and the regulated community to address UECA administrative issues. Communicate with the regulated community to answer questions and assist with compliance concerning UECA administrative requirements. Other Administrative Duties 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. Understands and adheres to eFACTS data entry standards. Perform searches and retrieval of records in response to Right to Know Law (RTKL) requests. Prepare files and documents for scanning and archiving in OnBase and for RTKL responses. Photocopy and scan technical review memos and decision letters. Distribute and mail correspondence. Understand the OnBase System in order to input and retrieve information. Upload scanned PDF documents to appropriate shared folders and/or OnBase. Administrative duties are conducted in a correct, timely, and effective manner. Suggest improvements to implementation of program priorities. Meets or exceeds performance metrics. Perform other duties as assigned by the HSCA Group Manager, Land Recycling Group Manager, Corrective Action Group Manager, ECB Program Manager, Assistant Regional Director, or Regional Director. Promotes the Department’s mission. This position 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. |
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. Hazardous Sites Cleanup Program work is assigned by the Environmental Group Manager as it is brought to the attention of the Environmental Cleanup and Brownfields Program. Work duties are assigned either verbally or in writing directly by the Group Manager at his/her determination. Act 2 documentation is assigned upon receipt. Employee completes ongoing duties independently, according to Commonwealth and Department policy. Work is monitored by the Group Manager via verbal discussion, written reviews, memos, performance evaluations and consultations. Reviews of performance are conducted regularly to ensure program objectives are being met. Regular staff meetings are held in order to relay DEP issues, new policy/procedures, and to discuss assignments. |
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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. Class C Driver's License 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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