|
Commonwealth of Pennsylvania |
|
|
POSITION DESCRIPTION FOR JOB POSTING |
|
|
Position Number: 00074191 |
Description Activated On: 7/1/2026 6:53:48 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. This position is a Clerical Assistant 2 reporting to the Clerical Supervisor 2 in the Bureau of Waterways Engineering and Wetlands (Bureau or BWEW). This position primarily provides clerical and office support to the entire Bureau. In addition to grant administration and the development of various policy, guidance, and training, the Bureau is particularly active in permitting. The Division of Dam Safety – possesses a highly complex and one of the few centralized permitting programs in the Department. The Division of Wetlands, Encroachments and Training has an evolving permitting program which has significantly grown in the past few years. The Division of Project Inspection also has a steady permitting program which has been centralized since 2001. This central office position has statewide significance supporting all of these programs and is located within the Rachel Carson State Office Building in the Department of Environmental Protection. |
|
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. CLERICAL AND ADMINISTRATIVE: Provides clerical support to four divisions within the bureau. This role requires working knowledge of dam safety, waterway, and wetland terminology in order to accurately process documentation, support technical staff, and maintain compliance with established procedures. Duties require an intermediate understanding of bureau programs and operational processes to effectively coordinate communication, maintain records, and support day-to-day bureau functions. Retrieves, assesses, and distributes daily incoming and outgoing bureau mail. Researches unfamiliar mail and forwards when necessary. Returns checks for more information to accurately identify and process when applicable. Coordinates with mailroom to maintain supply of forms for the Bureau. Assists staff in labeling, certifying, and sending correspondence. Utilizes the UPS computer logging system to ship correspondence, packages, engineering plans and specifications. Coordinates with mailroom to package large shipments when necessary. Serves as the frontline reviewer for documents submitted electronically from the public for completeness and compatibility with digital file archive application. Communicates to submitter when additional submissions are required for documents to auto-file correctly. Manages resource accounts designated for these submissions. Enters dam safety correspondence into Dams Database and Correspondence Tracking System. Communicates with Dam Safety staff to learn the criteria required to accurately categorize correspondence. Enter tracking notes for Chapter 105 permit documents in the Dam Safety Inventory Database for efficient processing by program staff. Discerns and routes incoming phone calls and email inquiries to appropriate technical staff. Responds to inquiries regarding file reviews, public submissions, and when questions are within knowledge base. Expands knowledge as appropriate to understand permitting processes. Maintains records and communicates progress and/or document deficiencies with Division staff. Provides back up to the Bureau’s Content Coordinator. Manages eFACTS entries for permit applications (Encroachments, Dam Safety, and Project Inspection) which 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. Creates and maintains training guide specific to the bureau and each section - including eFACTS and other data management systems. Provides back up to the Bureau’s Travel and Training Coordinator. Processes correspondence for Bureau divisions as needed. Proofreads, corrects, formats and prepares a variety of documents (i.e., permits, letters, memorandums, reports, itineraries and forms), reviewing grammar, sentence structure and organization within paragraphs, appropriate enclosures and adherence to the Governor’s Style Guide, agency formatting guidelines and directives, and Modern Language Association (MLA) Style. Maintains consistency across letters sent from BWEW. Assists staff in creating correspondence templates. Tracks correspondence sent from and received by BWEW clerical team. Pulls data from tracking spreadsheets when necessary. Serves as coordinator of all DEP 'Contact Us' inquiries routed to our bureau. Discerns and routes inquiries to appropriate program staff for bureau response. These inquiries are often high priority, related to Chapter 105 related authorizations (both Encroachments and Dams) or Flood Protection Projects Prepares and submits notices for the PA Bulletin. Maintains knowledge of how to retrieve published PA Bulletins. Assists staff in learning how when applicable. Maintains files for the bureau. The Division of Dam Safety alone has over 3400 statewide. Provides suggestions to meet digital file management needs. Assists staff in learning to use new file storage applications when necessary. Uploads documents to digital file accurately assigning retention codes, keywords, and public or confidential status. Asks for staff input when unsure to maintain accuracy. Administers and maintains procedures for all Bureau records for informal file review requests. Gathers documents and coordinates with staff for review and approval of complete file, ensuring confidential and sensitive files have been pulled in advance of review when appropriate. Coordinates with requestor to determine if physical review at Central Office is necessary. If not, sends digitized files via approved secure file sharing method. When applicable, performs mathematical calculations to determine balances, receipts, amounts due to create an invoice for copies made. Tracks file review requests and reviews to ensure compliance with laws, policies, and customer satisfaction. Serves as backup coordinator of DEP Right to Know Law information requests routed to this bureau. Gathers files and assists with routing records through internal legal review process. Troubleshoots printer errors. Assist staff when necessary. Maintains knowledge of how to scan, copy, and print on the large scale plotters. Assists staff when necessary. Refers errors and issues to plotter coordinators in Project Inspection and Development Division. Assists staff in completing specific tasks in Adobe Pro when necessary TIMEKEEPING: Provides assistance to employees with ESS entries of time, leave requests and paid office closings. Processes and adjusts standard and alternate work schedule changes as needed when approved by supervisors. When appropriate, codes overtime in accordance with the rules of the collective bargaining agreement, memorandum of understanding and the Fair Labor Standards Act. Ensures that temporary working out of class time is properly coded. PURCHASING: Assists in keeping inventory of office supplies and ordering in accordance with Commonwealth Contracts. Maintains a MasterCard purchasing card for Bureau needs. Maintains control files of quotes, purchase requests, receipts, and deliveries. Prepares & submits paperwork for MasterCard audits through the Comptroller’s Office. Coordinates purchasing activities with division staff and makes recommendations to the Bureau Director and Division Chiefs. Prepares quotes and electronic purchase requisitions for p-card purchases including safety and field equipment; accepts delivery. Submits online printing orders for documents in the online library or from own PC. Orders business cards for Bureau staff. MISCELLANEOUS: Assist in developing and implementing changes, procedures, and suggestions relative to clerical duties in the office. Prioritize job duties in accordance with daily events. Attend training courses and staff meetings as required. 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. Makes recommendations for improvements and adapts to evolving administrative needs of the bureau, as needed. Promotes and exemplifies the Department’s Mission, Vision, and Values in all aspects of work performance and professional conduct. 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. 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. Complies with all applicable laws, regulations, policies, procedures, guidance, and training requirements related to assigned duties and DEP electronic data systems. 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. Promotes the Department’s mission. |
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. Work is performed with minimum supervision. Special projects are assigned with general direction as to results expected. Method and procedures are left to employee’s discretion. Periodic meetings are held with supervisor to discuss results. |
||||||||||||||||||||
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.
|