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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00080193 |
Description Activated On: 9/17/2025 9:47:19 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. A skilled position responsible for assisting the Forest Manager in performing a variety of purchasing, budgeting, fiscal, administrative, human resources, clerical and public relations work. Every duty performed is to ensure the office runs efficiently and effectively. |
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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. Purchasing, Fiscal, and Budgetary: 1. Develops and maintains an active annualized prioritized district spending plan to ensure multiyear projects and spending priorities are sustained across fiscal year budget allocation and auditing processes. Makes budgetary recommendations to managers to prioritize purchasing and discretionary costs timelines based on ledger balances and fiscal year spending rates and goals. 2. Maintains the District’s budget. Manages the administration of grant funding from organizational partnerships in support of District, Bureau, and Department objectives. Prepares periodic fiscal reports for District Managers to monitor expenditures of State and Federal monies based on budget formula areas and grant monies. Keeps Forest District Manager apprised of budgetary matters. 3. Assists District Forester in determining budgetary needs for new fiscal year. 4. Prepares budget estimates and other statistical reports for District and Central Office managers to accurately assess operational priorities and effectively close fiscal year spending cycles, while allowing for strategic and efficient use of public funds. 5. Employee receives, screens, codes and audits all invoices for accuracy, completeness and adherence to established procedures. 6. Employee creates bid documents with specifications and solicits bids for supplies and services needed by the District. Accepts bids for purchase of $10,000 or less, opens bids and makes awards to successful bidders. Conducts unique and specialized bidding and procurement efforts. 7. Orders items from the Department of General Services contracts. 8. Purchases and maintains an adequate supply of forms, supplies, and materials, for all offices in the district. 9. Correctly codes purchases and invoices to the proper cost function. 10. Chooses appropriate payment methods for vendors. 11. Attends training opportunities to keep abreast of changes in purchasing procedures. Maintains communications with central office on purchasing issues. 12. Responsible for the District’s Depository Account. Responsible for ensuring proper revenue fund and codings are used when transmitting revenue. Makes deposits. Keeps a ledger of bank transactions. Serves as a backup for preparing transmittals of timber sale, firewood permit and other permit sale revenues. 13. Responsible for District’s Visa Purchasing Card Program. Maintains all cards and handles all correspondence relating to the cards. All purchases for the Visa cards are coded and justifications are checked for compliance and accuracy and the information is input into the US Bank system. Upon completion of every Visa cycle, verifies all purchases on each Visa statement and attaches all invoices for that statement. Submits statements to District Forester for signature. 14. In absence of the District Manager, limited authorization is given for purchases consistent with all purchasing guidelines and policies to continue operations. 15. District custodian of the Aspria deposits and transmittals from permit sales. All money is received in this office and is accounted for by using the procedures set forth in the Aspira rules. 16. Monitors and reviews wage, overtime, and special fund allotments and payments for accuracy and totals the earnings for ledger entry. 17. Maintains due dates and works independently to prepare reports (monthly, quarterly, semi-annually, and annually). 18. Works independently on routine and non-routine duties, interpreting and following general rules, regulations, policies, and procedures as set forth in the Administrative Manual, Governor’s Directives and Guidelines, Personnel Manual, SAP Guidelines, Purchasing Manual, ESS and Affirmative Action procedures. Personnel: 1. Maintains personnel files on all employees 2. Assists with scheduling interviews for filling vacant positions 3. Provides interested individuals with state employment information. 4. Prepares all personnel related documents involving new employee hires. 5. Make reservations and travel arrangements for District staff as required. Coordinate travel matters for employees following travel rules. Input Travel Expenses for District personnel and attach all required documentation into SAP and Concur Travel System. 6. Support and resolve issues with travel expenses with and for employees. Administrative: 1. Establishes office cleaning contract specifications and prepares contracts for bid. Oversees office cleaning contract on successful vendor and inspects for proper completion of contracted work. Maintains adequate supply of cleaning supplies. 2. Establishes garbage disposal contract specifications and prepares contracts for bid. Completes bidding process. Ensures services are performed and invoices are paid. 3. Serves as Telecommunication Coordinator. Prepares and reviews requests for telecommunication services such as new telephone lines, replacement telephone, issuance of credit cards, etc. 5. At the direction of the District Forester, edits, types, and submits news releases to be published in local newspapers. These news releases are for various public notifications. 6. Acts in confidential capacity on topics pertaining to personnel or other subject material requiring such confidentiality. 7. Updates staff of administrative procedures and policies as needed including staff meetings. Timekeeping: Serves as back up timekeeper for district in the absence of the Clerical Assistant. Receptionist: 1. Employee acts as receptionist, as needed. Greets the public and answers the public’s questions or directs the question to the appropriate staff member. Ensures good public relations. Issues fuelwood, mineral, and camping permits. 2. Answers telephone calls and requests for information asked by public and/or Bureau personnel. Forest Fire Protection Functions: 1. Performs dispatch duties pertaining to forest fires. Duties include pinpointing fire locations on maps, dispatching fire wardens and fire companies by phone. Uses the district radio to keep in contact with employees while they suppress fire. 2. Responsible for reviewing and editing fire bills according to guidelines. Information from the Fire Forester is checked for accuracy of times, amounts, proper wording, SAP identification numbers, etc. 3. Updates Forest Fire Protection’s database that tracks all purchases made by Fire Forester and Fire Program Manager using fire protection funding. 4. Assist with food purchase or other emergency purchases or services for wildland fires. This job description does not state or imply that these are the only duties performed by the employee in this position. Employee will be required to follow other job-related instructions and to perform any other job-related duties requested by District Forester. |
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. An employee in this position is given broad autonomy to complete the necessary duties delegated by the Central Office to the individual District Office in order to maintain budget and other administrative records, complete purchasing functions, provide human resources assistance and establish accurate records of employee time and attendance. The supervisor of record for this employee is the Forest District Manager. The Forest District Manager frequently assigns and requests clerical services from this employee on issues that are essential for the administration of the Forest District. The Administrative Assistant 1 will often act in the capacity of the lead worker role for lower-level employees in the Clerical Assistant classification. Employee reduces the administrative load and frees up decision making bandwidth for District managers and supervisors through consultancy on technical aspects of budgetary, personnel, and communications policies and procedures and through coordination and collaboration of District, Bureau, and Department management objectives with internal and external stakeholders and partners. DCNR has established clerical standards for correspondence and administrative procedures to provide consistency in the Department. Decisions regarding the use of forest facilities, trails, permits and other issues are often dictated by established laws, rules, regulations and polices of the Commonwealth, DCNR, Bureau of Forestry, or the District. In the event an issue arises that is not covered by standard procedures, the AA reviews relevant management directives and other organizational guidance and provides potentially viable solutions for consideration and decision making by district managers. |
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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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