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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00103138 |
Description Activated On: 8/14/2026 2:23:54 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 is assigned to Business Management providing support to the Waterways and Wetlands, Clean Water and Safe Drinking Water program support units. The primary function of this position is to support the programs. Specific duties include: permit processing, maintaining databases, typing correspondence, processing specific incoming and outgoing mail, maintain filing system, and general clerical duties. |
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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. Lead Worker Duties – Assists in setting priorities for the support unit, determines workflow and needs assessment of the unit, meets with supervisor on a monthly basis to determine enhancements for the unit and apprise the supervisor of any problems or difficult working situations, trains new clerical employees assigned to the unit, and tracks performance standards for the unit. Permit Processing – Administratively reviews, generates and inputs Waterways and Wetlands permit information into eFACTS database. Prepares a letter to the Fish Commission and ACOE, utilizing pre-recorded letters, and forwarding a copy of the application to each respective agency. Logs and tracks permit information on various databases and program spreadsheets. Process and dispatch issued permit correspondences. Prepares transmittals of Public Notice to Harrisburg for publication in the PA Bulletin for accepted applications and issued permits. Processes, records, and transmits application fees to the Fiscal Unit for deposit. General Permits (including the processing and assigning of emergency, waiver, and transfer permits) – Date stamp, assign permit number, log appropriate information into the permits database and eFACTS (if appropriate), and processes issued permits, including any typing, copying, and distribution/mailing. Joint Permits/Small Project Permits – Prepare and initiate a Form 1, assign permit number, send out acknowledgement letter, submit complete Form 1 to Administration for inter-bureau coordination, log and track permit/applications on a database, process phone calls with respect to applications, process issued permits, including any typing, copying, and distribution/mailing. e-Permitting - Retrieves and processes Public Upload permit applications and uploads approved permits. Prepares and submits information on Waterways and Wetlands applications received and issued to PA Bulletin. Prepares and submits applications received to the PA Fish and Boat Commission and Army Corps of Engineers. Organizing files for Waterways and Wetlands program, including purging of data when necessary. RTKL – RTKL – Redirects Right-to-Know e-mail notifications to program personnel, requesting any responsive documentation. Typing - Types various documents for the programs, including letters, reports and mail merges. Processes non-complex and complex correspondence, permits, forms, reports, narratives, charts, legal documents, mass mailing documents, and documents to be published in the Pennsylvania Bulletin. Ensures that documents are processed using general guidelines established by the Region, such as fonts, styles, font sizes, margins, page layouts, signature blocks, etc. Telephones - The primary responsibility of this task is to effectively communicate and provide environmental information to the general public, and departmental personnel. Redirect calls to appropriate agencies, having an overall knowledge of DEP and Bureaus within. Receives environmental complaints and forward to appropriate personnel for action. Forwards DEP literature upon request. Cancelled Permits – Organizing files for the preparation of microfiche/OnBase, according to the determined policy. Error Reports - Create modifications for eFACTS monthly generated error reports for the Waterways and Wetland program. eFACTS – Logging issued permit information. Quality Control – This task includes reviewing permit folders prior to issuance of permits to ensure proper data standards are used. Review all necessary fields on eFACTS for data entry and data standards. Any discrepancies will be noted, and folders returned to the engineer for corrections. Create and maintain the Waterways and Wetlands desk manual, updating as needed. Order and maintain office supplies for Waterways and Wetlands program. Participates in unit meetings for discussions on various procedures and making suggestions on how to effectively improve performance in order to support the Waterways and Wetlands program. Mail Distribution – Receives, date stamps and distributes incoming documentation to the appropriate personnel. All outgoing mails are processed daily according to administrative procedures. Acts as a backup for Clean Water and Safe Drinking Water programs, as necessary. 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 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 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. I am expected to be aware of any carry out routine duties required to support the programs assigned to my support unit. Most job assignments are processed independently. My supervisor reviews my work by observation, status reports from me and consultation with the technical people I support. |
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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. N/A 5. N/A 6. N/A |
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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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