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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00082963 |
Description Activated On: 7/15/2026 1:14:26 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 provides clerical support for the Radiation Protection and Central Files programs within the DEP Southwest Regional office, splitting regular work hours between both areas of responsibility. This position is also responsible for providing coverage for the other clerical functions within the office or as needed and at the direction of the supervisor or management. |
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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. Radiation Protection Program Receives telephone calls for RP Program personnel; screens and routes the calls to proper individuals. Opens, sorts and distributes mail for RP Program. Types and prepares logged correspondence, letters, correspondence, memos, forms agendas, etc. Proofreads outgoing correspondence to ensure it is grammatically correct, complete, and consistent and that it adheres to the Department's Correspondence Manual. Assures that all correspondence leaving the program has the appropriate back-up documentation before further approvals are obtained. Makes and distributes/files copies as necessary and appropriate. Organizes and creates network folders for document storage and retrieval. Converts documents to electronic form using the copier/scanner when necessary, and stores/saves the document on the network drive for future use. Creates and maintains material binders for use of Program staff. These binders contain Required Reading articles, as well as the Qualification Journals for new employees. Maintains supply of Radiation Protection Fact Sheets, blank forms, etc. Maintains/obtains supplies as needed (e.g., printer and photocopier toner cartridges, paper, envelopes), both in work unit supply as well as in work unit devices. Provides assistance to program management with staff training. Maintains the program staff training matrix including upcoming course schedules and completed courses. Maintains record of staff e-mail acknowledgements of scheduled training and provide meeting notices via Microsoft Outlook for approved training dates. Prepares General Invoice forms for refund of course fees. Assembles student manuals to be used for classes conducted by the Department or Program. Assists employee with preparing Out-of-State Travel Requests, Out-Service Training Requests, General Invoices and other related travel paperwork as needed. This includes organizing and scheduling conference rooms and facilities for special training and workshops for technical staff. Helps to schedule and provides clerical support at Program meetings. Types, formats and distributes the meeting minutes to the appropriate staff. 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. Maintains and updates files pertaining to the Regional Director’s and Regional Business Offices, including Administrative Manuals and Pennsylvania Bulletins. Updates and maintains a travel manual, correspondence manual, and stored material on word processing system by incorporating a revision of Commonwealth and Departmental policy and regulations when issued to ensure that correct procedures are adhered to by program staff. Schedules and arranges personnel interviews for open positions as requested by management. Receives citizen-initiated complaints, determines type of complaint, forwards those falling under DEP responsibility to the DEP Service Representative, and forwards others to appropriate destination. Maintains a Department of Transportation exemptions, Diquads, and equipment calibration database. Central Files & Services Maintains and updates case, subject, monitoring, stream, and litigation files pertaining to the Bureau of Water Quality Management. Maintains and updates case, plan, hazardous waste, and general files pertaining to the Bureau of Solid Waste Management. Prepares case file material for microfilming, including arranging documents into a format established by DEP Central Office. Arranges for pick-up of items to be microfilmed via approved vendor. Maintains and updates aperture card file. Locates documents from any of the above files for technical staff upon request. Performs front desk receptionist duties at the direction of the Clerk 3 (Lead Worker) within the Central Files and Services Unit. This position 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 as requested by the 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. 1. Maintains desk manual containing administrative process descriptions. 2. Maintains files and records in accordance with DEP or regional regulations. 3. Responds to internal or external customer requests for assistance or information. |
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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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