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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00079545 |
Description Activated On: 3/28/2025 7:57:48 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 administrative functions for the Kettle Creek State Park Complex. The major areas of responsibility include; purchasing, personnel, timekeeper, budget and fiscal analysis, lead worker to clerical staff, accountability for incoming revenue and visitor services. Must interpret Commonwealth, Department and Bureau policies and procedures relating to budget and fiscal, personnel, and purchasing. |
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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. SAP Invoice Processing: Processes invoices for this park in the SRM/SAP purchasing system for vendors that are paid by Commonwealth check. This includes data entry of invoices into the fiscal budget program and submitting invoices to designated park for processing. Assure purchases were made according to Commonwealth procedures prior to processing for payment. Budgetary Items: Maintain and monitor expenditures of park complex budget. This includes the operation and maintenance budget and special funded projects assigned to the park complex. Includes data input into park fiscal program, reconciling VISA statements, reconciling SAP reports to balance budget with park fiscal program. Prepare monthly reports for Park Manager showing running balances of expenditures for park budget. Balances are monitored and park manager is advised of running balances. Compiles historical and projected figures, analyzes data and provides recommendations for fiscal and mid-year budget preparation. Personnel Transactions & Leave Clerk: Assists park manager in hiring process for vacant positions within park complex. Maintain Civil Service Certification lists by annotating list, determining interview pool, and scheduling interviews. Prepares hiring paperwork for selected applicant and presents to park manager for signature. Prepare notices of return from and to LWOP for seasonal employees. Prepare and maintain time and attendance sheets and records of absences for each employee within park complex. Monitors leave usage for adherence to union contracts and personnel rules and advises manager of any potential problems. Payroll is prepared and input by this position is with knowledge and interpretation of three union contracts and computation of regular wage hours, overtime, shift overlap, and shift differential. Maintain employee personnel files according to Commonwealth procedures. Purchasing & Contracts: Purchase materials and/or services for park complex following Commonwealth purchasing guidelines. Purchases may be through SRM, SAP, or locally. Requires generating purchase orders and verification of receipt/delivery of materials from purchase orders. Prepares bid documents, attends bid openings and awards bid by generating purchase orders. VISA Responsibilities: Custodian to credit cards. All invoices must be given to this position for reconciliation of monthly statement and entry verification on the US Bank system and park fiscal program. Maintain these invoices and statements for audit purposes. US Bank may be a daily activity. Reserve PA Responsibilities: Register patrons for such items as camping, group tenting, cottage rental, pavilion rental, boat launching, boat mooring. Responsible for accounting for monies collected. This includes cash, check or credit card transactions for parks in this complex. Prepare bank deposits of revenues. Prepare transmittals to transmit deposited revenues to comptroller. Daily routine of checking camping, cottage, organized group tenting or pavilions must be completed in the morning to verify who and what sites will be due in, permits posted, and end of each shift after hours reports must be posted. Verify receipt of Mooring and Launching decals used for public boating within our park complex. Clerical: Prepare correspondence to various agencies and public. Correspondence may be replies, requests, confirmations to appointments or workshops, and applications. Maintain park files. Purge files in accordance with Records Retention Schedule provided by bureau. Other duties: Meet and greet public patrons, relaying general information regarding the park system and our complex. This includes Rules and Regulations of our park, directions to park activities and facilities. This is done in person, via phone or e-mail and may include other park facilities as well as this park complex. Serves as a lead worker for any seasonal clerical staff and trains new clerical staff. Responsible for updating of computer programs such as virus scan, Reserve PA, fiscal program, etc. Prepare monthly, quarterly, yearly reports such as automotive reports through VMS, attendance, gas and oil, incident, discharge monitoring, volunteer, bathing place data, etc. Complete, check for accuracy and submit by the due date. Serves as Travel Advisor and Workmen's Compensation Representative for employees of Complex. Monitor concession contracts and maintain records of insurances, payments, posted hours, price schedules, etc. These items must be forwarded to Central Office for official files. Serve as communication center for park staff or park patrons, in case of emergency. Communicate via two-way radio and/or telephone with agencies such as Forestry, Game Commission, Fish & Boat Commission. Responsible for mailings; in-coming or out-going. Responsible to keep current with policies and activities relating to state park facilities such as Administrative Circulars, Administrative Manuals, Executive Orders, Management Directives, and Park Management Manual. Use various equipment to assist in workflow efficiency such as computers, typewriter, copier, calculator, etc. Perfoms other duties as requested or 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. Work is performed independently. Work is also assigned verbally and in writing as necessary by the Park Manager. Work is reviewed by the Park Manager through reports and evaluations of work results. Specific questions or problems are discussed and resolved as needed. In the absence of the Park Manager, employees in this position description makes decisions in regards to operational issues according to established park policies and established guidelines. |
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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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