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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00077924 |
Description Activated On: 9/11/2026 2:50:09 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. This position is responsible for performing a wide variety of administrative activities and services to assist in the overall operation and management of Presque Isle State Park, the Tom Ridge Environmental Center and Erie Bluffs State Park to be known collectively as the Presque Isle State Park Complex. The employee performs a wide variety of highly complex, multi-functional administrative tasks dealing with park operational requirements, human resources, procurement, budgeting and training of employees. Employee is responsible for relieving the Park Operations Manager and three Assistant Park Managers of a wide variety of administrative details. Employee interprets various rules and regulations, etc, and makes decisions regarding how they apply to the park administrative functions, park visitors and employees. Employees’ duties are completed independently and require the detailed knowledge and interpretation of rules, regulations and policies of the Commonwealth, the Department and the Bureau. Work includes public contact in accomplishing assignments and effective public relations as well as the skilled composition of a wide variety of paperwork in both draft and final form with responsibility for format, punctuation and grammatical content. Work includes all aspects of a complicated process and requires the ability of the employee to make various decisions, to analyze data and apply that information to job duties and to work independently. Employee functions as the lead worker of the park’s clerical workforce. Establishes work objectives, plans, organizes, assigns work, monitors and reviews work assignments. Prepares and posts manager approved work schedules to ensure that adequate administrative/clerical staffing support is maintained. |
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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. Studies and analyzes administrative operations and problems, prepares detailed and comprehensive reports of findings and recommendations, and assists in implementing procedural or policy changes. Performs public contact work in gathering information, resolving complaints, engendering support, and providing information. Acts as a lead worker of clerical employees engaged in multiple activities. Assists a high professional or administrative official in the management of agency programs. Prepares recommendations and justifications for changes in policies and procedures, budget requests, personnel actions, and management and office services activities. Prepares budget estimates and other fiscal and statistical reports, and monitors budget expenditures. Insures adherence to administrative standards through maintenance of control systems. Reviews correspondence, technical literature and departmental activities, and informs supervisor of significant developments and problems. Collects, interprets, analyzes, and summarizes information to be used as a basis for executive action. PROCUREMENT Employee is mapped to the following Imagine PA/SAP roles: ESS Requisitioner, ESS Receiver, Contract Administrator, Invoice Reconciler, Purchaser and CRP Display. Performs as the purchasing agent for the park. Interprets and applies field purchasing policies and procedures as they apply to procurement. Determines the correct method of purchasing through use of DGS statewide contracts, competitive bidding procedures or local purchases. Makes purchases through the issuance of a purchase order or by telephone, fax, the internet, or in person. Reviews and approves purchasing procedure requirements for requests received from other employees to purchase commodities/services to ensure compliance with applicable purchasing regulations. Prepares and solicits bidding documents. Receives and reviews bids for conformity to specifications and determines the lowest responsible bidder. Must be knowledgeable of the various guidelines pertaining to the MBE/WBE program, contractor responsibility, reciprocal limitations, etc. Provides info to the Regional Office for preparation of electronic requisitions for centralized bidding and purchasing. Assists potential vendors with obtaining certification as a Commonwealth vendor in order to receive payments for goods or services. Prepares purchase orders and issues to vendors. Makes changes to purchase orders as needed. Processes good receipts and investigates and reconciles any discrepancies between the purchase order, the goods receipt and the vendor invoice. Determines needs and utilizes ESS functionality to prepare shopping cart orders from the DGS Warehouse, Correctional Industries and Unique Source. Processes invoices for payment and acts as liaison with vendors. Administers the Procurement Card Program as it relates to the Presque Isle State Park Complex. Submits requests for individual procurement cards through Regional Office for review and execution. Reviews all invoices for accuracy and conformity to guidelines. Uses the payment works website functionality to reallocate expenditures to appropriate funds, cost centers and general ledger accounts. Reconciles monthly purchasing card statements. Enters and removes, when necessary, all encumbrances and expenditures to the Bureau of State Parks’ Fiscal Management Program, reconciling with park and Harrisburg entries. Administers and monitors assorted Service Contracts and Miscellaneous Encumbrances. BUDGET Prepares budget and budget projections based upon previous budgets, program changes, staffing requirements and changes, etc. Monitors budget on an on-going basis throughout the year using expenditure reports from the fiscal management program to track expenditures and ensure budget allocations are not exceeded. Advises management of budget status and justifies any needs for additional funding. Analyzes expenditure reports and reconciles with the fiscal management program to verify proper account posting. HUMAN RESOURCES Employee is mapped to the following SAP roles: HR Service Representative, Employment Advisor, Property Processor, Timekeeper, and Worker’s Compensation Service Representative. Requests and administers hiring lists for salary and seasonal hiring. Checks interviewee pool in consultation with Regional Office HR Representative. Schedules interviews with prospective employees. Administers the park's I-9 Verifications. Completes all required forms involved in the appointment process of new employees. Provides initial job orientation for new employees and completes all required documents. Administers the wage complement program for the Presque Isle State Park Complex. Prepares annual wage complement request as well as the annual intern request packages. Administers the workmen’s compensation program. Answers inquiries from individuals about employment opportunities. Administers the maintenance of personnel files. Interprets travel regulations and administers the calculation and preparation of travel vouchers and other travel documents for employees. Prepares travel documents, rental vehicles and hotel reservations. Administers the completion and return of employment verification forms. Distributes Employee Performance Reports to appropriate supervisors for action. Distributes finished copies to Human Resources. Researches through archived personnel files and payroll records for information regarding former employees as requested. Prepares and posts summer work schedules for office clerical personnel and assures compliance with union contracts and personnel rules and policies for Park Operations Manager review and approval. TIMEKEEPING Oversees the timekeeping function of the Presque Isle State Park Complex. Reviews the timekeeping input and acts as a lead worker of the park’s Clerk Typist 3 and Clerk Typist 2 to ensure timely and correct input of working times, schedules, substitutions, employee absences and the correct coding of overtime and time differentials per various labor agreements and the Personnel Rules. Performs these duties in the absence of aforementioned employees. Ensures that timekeepers maintain a log of employee compensatory and holiday quota earnings and usage. Provides leadership and support to timekeepers by answering questions and providing guidance on the correct procedures and rules for processing of employee pay. Processes payroll error reports to ensure errors are corrected timely prior to payroll processing. Researches and provides feedback to employees and supervisors questioning payroll. REVENUE Oversees the revenue collection and accounting process using the Pennsylvania Reservation and Revenue System. Ensures that bank deposits and transmittals are done in accordance with established procedures. Administers the reconciliation of monthly credit card statement and preparation of required reports. TOM RIDGE ENVIRONMENTAL CENTER Functions as the administrative liaison to the different partner organizations housed in the Tom Ridge Environmental Center. Participates in any partner meetings as requested. Oversees Lease Agreements and the collection of building rents. Issues invoices and ensures collection of amounts due. Oversees the operation of the mail/copy room functions by the partners and assures proper accounting of postage usage. Issues invoices for reimbursement of these items and ensures collection of amounts due. Oversees the park’s administrative functions with the two non-profit organizations associated with the park. These non-profits are the Presque Isle Partnership and the Tom Ridge Environmental Center Foundation. Maintains various maintenance contracts for the Tom Ridge Environmental Center such as window cleaning, etc. Verifies work performed by contractors and issues receiving reports to ensure a match with invoices submitted for payment. OTHER DUTIES Composes various letters, memos and reports for managers’ signature as needs dictate. Prepares correspondence of a routine nature. Composes various letters and memos under own signature for administrative functions such as purchasing, marina issues, special event planning, etc. Operates and monitors the base radio station in park office and maintains communications with park units. Dispatches units for emergency situations, etc. Answers a large volume of telephone calls as well as greets a large volume of park visitors in person. Provides information and answers specific questions. Assists when needed, and acts as back-up for administration and processing of all Special Activities Agreements and Letters of Authorization for special events held on the park. Coordinates said events with sponsors and refers problem activities and new events to Park Operations Manager for review. Refers special needs of groups/organizations to appropriate Park Manager/Park Maintenance Manager for review and activity/event coordination and implementation. Serves as the computer coordinator for park computer functions. Provides guidance and training to other employees. Makes recommendations concerning future purchases of equipment. Performs related job duties as required. This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. |
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. Interprets and applies statewide Park and Department administrative rules, regulations, policies and procedures to make decisions affecting administrative functions and operations of the Presque Isle State Park Complex. Reviews, develops and recommends changes, additions and deletions to administrative rules, regulations, policies, procedures and program standards for consideration by the Bureau and Department as they apply to the Presque Isle State Park Complex. |
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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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