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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00092756 |
Description Activated On: 4/4/2025 8:36:33 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 support for two distinct programs within the DEP. Duties will be divided between programs as equally as possible, with variations occurring as special circumstances require. These work variations will be directed by the Clerical Supervisor based upon program requests. |
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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. Safe Drinking Water: Review applications and supporting documentation for application completeness. This includes the determination of the type of application (new, major, minor, modification, main subsidiary); a case review to assign new or amended permit numbers; logging the application into the eFACTS and/or WMS systems; creating or updating client/site information; generating a completeness review letter; typing the PA Bulletin notification, and in the case of water allocation applications, sending all request for comment letters and track their return into the eFACTS system. Review Public Water Supply Transfer applications. This requires checking the application against the current permit, completing a case history review to determine if any other permits would also need transferred, creating or changing clients/sites in eFACTS, requesting background checks when necessary, discussing additional information with the applicant and updating the permit history file. Perform data entry into the Department’s eFACTS and WMS application processing systems. Troubleshoot problems between eFACTS and PADWIS. This includes updating eFACTS and creating links between clients, sites and primary facilities. Work with IT staff in Central Office when needed. Create new sites and clients as needed. Create client/site relationships, which are needed before the field staff can enter the information into the PADWIS system. Assign Public Water Supply Identification Numbers (PWS) to new water supply systems in the region (except bottled and vended water). After PWS numbers are assigned, check the eFACTS system for possible site and/or client records. If one exists, create the AKA in the client record and create the Site/Client Relationship link. If no records exist, create the new site and/or client with the correct links. Maintain hard copy and electronic Pennvest records. Provide clerical assistance for Pennvest projects, including typing, filing, data entry, meeting scheduling. Update and create permit history files. These are Word documents that list a public water supplier’s complete permit history. Update public water supply shared server. This server holds permits issued as well as files for each public water supply system in the region. It also houses technical guidance and typing folders for each regional staff member. Retrieve files when file reviews are scheduled, order and obtain files from record retention or the Conservation District to satisfy file review requests and provide files to legal section for review prior to forwarding file to the Regional File staff. Prepare reports and statistics as requested. Submit Public Hearing Notices and Public Meeting Notices in the Pennsylvania Bulletin. Maintain, organize and prepare water supply and water allocation files for scanning and/or digital upload. Final type all regional correspondence. Schedule meetings and conferences for the water supply staff. Log all checks for fines and penalties into the One-Write system. Answer phones, screen calls, take messages and direct calls. Provide information on program and activities involving the drinking water program. Mail or email application packages, manuals or literature. Date stamp and distribute incoming mail. Prepare outgoing mail which includes preparing certified mail, directing mail to county, regional and Central Office. Waterways & Wetlands: Review of applications for completeness. Ensure that various permit applications have all appropriate information and fees. This involves coordination with Program staff and other DEP Programs Sections (i.e. Water Safe Drinking Water). Acceptance of an application includes making a determination of the type of application, which involves checking logs and previous submissions for duplication. Assigns permit number to the application. Forwards reviewed applications to the Section Chief for assignment. Enters permits into eFACTS in accordance with PDG, PRP time frames outlined in SOP. Prepare the Records of Decision template on the Program’s shared file when an application is received. Create, update and electronically submit PA Bulletin Notices (applications, actions or environmental assessments) to Harrisburg weekly and verifies items are published, updates database and log book to reflect publication date and provides a copy of the publication for the project file. Update and maintain the database tracking system for NPDES earth disturbance impact area fees. This involves confirming, to the conservation districts, receipt of the fee and requesting additional fees if needed. Prepare receipts checks for permits, violations and penalties. Prepare memos to PA Fish and Boat Commission and sending a copy of 105 permit applications for their review and comment. Process authorizations (permits), fees and enforcement fees. This includes querying the system for duplicate records, making revisions to existing data when necessary, and creating new records where warranted. Update program logs when permits are issued, or milestones are achieved, as related to stream and wetland mitigation permit conditions. Create clients, sites, etc. for each new permit application that is received. Distribute copies of permit applications to the appropriate parties and mails or distributes copies of the permits upon issuance. Maintain and enter information into the permit section’s databases and maintain the filing system for these permits. Update and maintain permitting filing system, organize and prepare files for scanning and/or digital upload. Retrieve files when file reviews are scheduled, order and obtain files from record retention or the Conservation District to satisfy file review requests and provide files to legal section for review prior to forwarding file to the Regional File staff. Maintain the General Permit and NPDES tracking logbooks and updates logs when permit decisions are made. Maintain program office supplies, as needed. Type, copy, distribute and mail letters, memos, permits and reports. Review correspondence for grammatical accuracy, typographical errors, proper format and completeness. Respond to public inquires and assists visitors regarding laws and regulations concerning the Program by providing pertinent copies of applications and procedures for filing and website locational information for laws and regulations. Screen telephone calls and take messages, handling routine matters and referring calls that cannot be managed through the proper channels. Direct complaints through the complaint management process. Process and distribute incoming and outgoing mail. Adhere to the Section Chief’s process for managing receipt and distribution of application review responses provided by the applicant/consultant. Research and gather any associated permits requested for file reviews/RTK requests and coordinates with central files staff. 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. |
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. The incumbent in this position is expected to be aware of and carryout routine duties required to support the programs assigned to the support unit. Specific assignments outside of routine tasks are assigned by the supervisor who provides assistance and as needed on-the-job training. The supervisor reviews the work by status reports with the employee, and consultation with the Section Chiefs and the technical people the incumbent supports. Unusual permit related requests or inquiries are discussed with the Section Chief, if necessary. Changes in operational standards, procedures and work policies are discussed with supervisor and appropriate Section Chief. Non-routine work can be assigned for an objective that needs to be accomplished. The reason the work is required and how its success will be evaluated and the timeframe for expected results will be discussed by the employee and the supervisor. The work will be reviewed by observation and consultation with Section Chiefs and technical staff and at regular staff meetings. Responsible for creating, revising and updating tracking sheets, route slips and log sheets when procedures change in the program. |
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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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