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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00080147 |
Description Activated On: 1/20/2026 10:07:25 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 work duties and responsibilities of this position involve administrative and clerical support for the Northwest Regional Office (NWRO) Environmental Cleanup and Brownfields Program (ECB) and Waste Management Program (WM), under the guidance of the Clerical Supervisor in the NWRO. In this regard, the incumbent’s responsibilities are as follows: |
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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. General duties: Answer incoming telephone calls, take messages, make referrals to other departments, programs, etc. Answer questions and inquiries from field staff and the public regarding items of a non-technical nature. Process daily incoming and outgoing mail. Type a variety of moderately complex letters, reports, memos, invoices, emails, etc. Proofread all outgoing memos, letters, and other correspondence from Programs. Review the format, grammar, and check for completeness on all correspondence. Tracks registered mail and e-mail. Creates or assists in developing and implementing changes/procedures/suggestions relative to clerical and Program duties. Request files from the file room as needed. Create OnBase Start Sheets for files to be scanned into OnBase by searching and inputting Site and Program specific keywords and/or scan files for final digital upload. Processes and distributes incoming Public Upload submissions for Programs. Understands and implements the NWRO, ECB and WM Standard Operating Procedures (SOP). Request office supplies as needed. Provide support to other program areas as needed and directed by supervisor. In absence of Complaint Coordinator: receive complaints from the public; obtain contact information and reason for complaint, then refer to appropriate supervisor and the Complain Coordinator. Responds to questions and provides assistance to other employees and Programs. As procedures vary, employee creates, revises, and updates office forms, tracking sheets, route slips, log sheets, templates, emergency call trees, floor plans, organizational charts, itineraries, etc. Creates client, site, authorizations, primary facilities, sub facilities, and other applicable screens in the eFACTS database for Programs. Enter permit applications and process reports received in both programs. Electronically completes a PA Bulletin Notice and submits information to the Bureau of Information Services for publication. Reviews PA Bulletins to verify submissions. Keeps PA Bulletin submissions and milestones up to date throughout the reports process. Attends out-service and in-house training as required. Assists employees in office procedures and work methods, including document processing and the operation of office equipment and systems. Promotes the Department’s mission. 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. Program specific duties: ECB Evaluates and determines administrative completeness of ECB document submissions; communicates and resolves document deficiencies with submitter; and makes final decisions required for resolution. Processes payments for various programs; verify mathematical calculations of balances, receipts, amounts due, penalties, overpayment, and underpayment per programs specifications; and investigate and resolve erroneous transactions. Review Program requests to search and purchase deed records; search counties record and geographic information services (GIS) systems for most updated deed information; contact counties Recorder of Deeds Office and Mapping Department when records or requests are ambiguous; purchase the records with Regional Business Office approval. Creates, maintains, and modifies Microsoft tracking sheets, databases, and reports by gathering information from unclear guidance; makes a final decision on the most effective presentation and training methods. Updates and maintains mailing lists for the Program Site Projects. Gathers and provides information for public and official inquires which include court hearings, depositions, and audits. WM Process Permits and their fees by conducting an administrative review of all WM applications, entering all required information in eFACTS, creating clients, sites and authorizations when applicable. Prepare permits for electronic delivery/mailing when issued. Performs administrative reviews for all Form 26Rs received by the Program. Rejects administratively incomplete submissions or reassigns administratively complete submissions to applicable staff. Runs routine reports for all Form 26Rs received by the Program. Receives and prepares all Annual Operation Reports received by the Program for review. Uploads all reports upon final technical review. This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employee will be required to follow any other job-related instructions and to perform any other job-related duties requested by Clerical Supervisor or Program Manager. |
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. Employee is continually assessing workload and priorities to accommodate the technical staff needs and/or project deadlines. |
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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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