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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00082928 |
Description Activated On: 9/30/2026 7:28:42 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 provides administrative support for the Bureau of District Mining Operations Cambria District Office. |
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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. Serves as Timekeeper Cambria District Office Mining staff. Assists with entering their time and leave requests; verifies and processes overtime in accordance with Personnel Rules and the Master Agreement; enters holidays and office closings; ensuring coding of working out-of-class requests; reviews and corrects time errors; adjusts work schedules when warranted; maintains confidentiality. Serves as Complaint Coordinator/Service Representative: receives, enters, and refers complaints in the tracking system and coordinates written responses. Also tracks and processed hydrogeologic reviews related to complaints. Maintains water sample data (collected from permit-related sites) in the Sample Information System (SIS). Daily processes water sample requests, entering sample information and comments. Formats and distributes SIS analyses. Maintains the integrity of the official files for Cambria District Mining Operations. This includes filing permits as assigned according to established procedures. Separates and sorts documents into proper categories, makes copies as necessary and files materials in the proper format, maintaining files in the approved format and periodically reviews files for proper organizations. Folders are maintained and new files are made when needed. Maintains completed/expired permits for scanning in accordance with the records retention schedule and guidelines. This includes going through each sheet of paper with the permits to assure proper placement of them and proper identification of the sections for location after scanning into on-Base. Creates a log sheet that is prepared of all permits and the sections within the permit. Keeps updated on changes that occur for scanning through correspondence and training. Makes sure nothing is missing from on-Base after documents have been scanned in. Maintains Vehicle Inventory. Reviews, files and distributes the mileage reports and tracking and copying automotive maintenance invoices. Assists with the coordination and sign-out of pool vehicles, tracking mileages, requesting approval for maintenance through DGS, making necessary appointments with vendors for maintenance and assisting and coordinating the transportation of vehicles. Prepares and processes vehicle assignment memos and taxability forms as necessary. Prepares reports as requested by supervisor and/or manager. Coordinates and tracks vehicle and turnpike transponder inventory. Makes lodging reservations through ADTRAVEL. Enters overnight travel expenses in SAP for staff, as needed. Reserves conference rooms through Outlook for various meetings. Types documents, forms and spreadsheets when requested. Troubleshoots issues with office equipment, places service calls, and maintain supplies. Works in a manner which insures smooth processing and accomplishment of priority items on schedule. 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. 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. This position description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow and other job-related instructions and to perform any other job-related duties requested by their supervisor. |
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. Day-to-day work is performed with considerable independence and little supervision. Responds directly to inquiries. Regular discussions with supervisor and manager occur to clarify matters when necessary. |
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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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