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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00085537 |
Description Activated On: 12/31/2025 10:38:06 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. Employee reports to the Chief in the Records Management Section. Employee is responsible for Right-To-Know and back up to AORO and providing analytical and technical expertise in the Department’s Records Management program, ECM, and records storage/retrieval equipment and services, as well as a variety of analytical and information studies. |
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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. Right-to-Know (RTK) Duties: Provides daily back up to the AORO. As directed by the AORO ensures that RTK requests are addressed appropriately and within the required timeframe. As directed by the AORO, records receipt of the various incoming RTK requests on intake form. Calculates appropriate time period for initial response. Logs into the tracking system each request and assigns to the appropriate Bureau and or Field Office. Tracks all RTK requests to ensure that all legal timeframes are being met. Maintains the official RTK folder on each request. Saves appropriate emails between staff that may be of value at a later date. When directed, or in AORO absence, issues interim (30-day extension) and final (Granted, Denied, No Records, etc.) responses for Central Office (CO) and when required for the Field Offices (FOs). This includes sending out 30-day extension letters when a request is assigned to multiple FOs including FOs and CO Bureau’s. Routing a copy of said letter to appropriate parties. Sends out the 5 and 30-day reminder notices to FOs to ensure all deadlines are met. For misdirected RTK requests, via final letter, emails letter to other appropriate agencies and notifies the requestor that the request has been sent to the agency that might have the records in its possession that have been requested. Assists the AORO in maintaining several detailed end-of-moth tracking reports for Office of Chief Counsel and Office of General Counsel (OGC). In the absence of the AORO works closely with the RTK attorney on appeals that have been filed due to a RTK response. In the absence of the AORO or as directed reviews interim and final letters issued by the field offices for completion and adherence to form letters requirements by OGC. Follows up on money due to the Department, either by sending out reminders to FOs or contacting requestor directly for monies owed to CO. Notifies the AORO of those requestors who have failed to pay for responsive records to ensure they are added to OGCs Outstanding Balance List. Notifies the OGC of those requestors who made an overdue payment for responsive records to ensure they are removed from OGCs Outstanding Balance List. Electronic Content Management: Assist with DEP’s Electronic Content Management (ECM) transition. Scanning, prepping, doing quality assurance checks in OnBase. Coordinate and approve scanning of records, creating start sheets and scanning, destruction of records using the disposition schedule and the transfer of records to the State Records Center or archives. Assists in the management of the scanning contract. Maintain a spreadsheet for monitoring the monies on the scanning contract. When needed, work with department staff in development of electronic databases to ensure records retention for addressing records issues, such as: accessibility, legality, retention and disposition. Records Management: Assist with coordinating the transfer of records to the State Records Center (SRC), the State Archives and the Department of General Services (DGS) warehouse (for off-site storage of duplicate microfilm). Informs appropriate personnel as to pickup and delivery dates several weeks prior to shipment via IntraDEP. Reviews records transfer lists for accuracy and completeness prior to records shipment dates, then compiles and forwards to the SRC all received forms. Coordinates with DGS pickup of those records in Central Office. Working closely with the Chief and Management Analyst 2 (MA2), at first by assisting, then over time, becomes responsible for several of the smaller offices Records and Disposition Schedules and Agency File Plans (AFP). This includes meeting with office staff and working to identify program specific and general retention schedule items. Completing necessary paperwork and updating the AFPs when changes occur. This may require conducting an analysis of records, determining existing conditions, making recommendations to Chief and/or MA2 of findings then possibly presenting findings to department management and other senior staff. Also, submits additions, changes and deletions to the Department’s legally required Records Retention and Disposition Schedule to the PA Historical Museum Commission for review and approval. Working with the MA2; reviews, records transfer lists prior to records shipment dates, compiles and forwards to SRC and also informs appropriate personnel as to new pickup and delivery dates several weeks prior to shipment. Handles off-site storage of duplicate microfilm held at the Commonwealth's warehouse. Drives to SRC to pick up boxes of files for scanning, retention, and/or Right-to-Know review, as needed. Keeps abreast of changes to the General Records Retention and Disposition Schedule and the variety of Management Directives and Manuals that relate to Records Management. Works closely with MA2, assist with the Disposal Report submitted from the SRC biyearly. Guides the preparation of records for digitizing. Ensures that procedures are in place and followed consistently which guarantee file boxes are organized, and that header sheet information is complete and accurate. Research RTK requests and processes following established procedures and does so by established timeframes. Responsible for dealing with program staff, answering questions, conveying department policies and procedures, and providing input on records management issues. 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. This position 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 any 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. Work as assigned independently and supervised weekly. |
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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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