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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00104976 |
Description Activated On: 10/19/2026 1:50:36 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 reports to the Administrative Officer and provides clerical and administrative support to the Bureau of Waste 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. Promotes and exemplifies the Department’s Mission, Vision, and Values in all aspects of work performance and professional conduct. 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. Assists with monitoring the Hazardous Waste Management Division’s resource account. Assists with preparation and maintenance of documents for the Reporting & Fee Collection Division. Types letters, reports, contracts, transmittals, itineraries and agendas from handwritten draft, dictated sources or original source documents into draft or final form. Maintains confidentiality as required. Provides administrative support to DEP’s Solid Waste and Recycling Fund Advisory Committees as the Recording Secretary. Prepares minutes of each meeting by recording and summarizing presentations, important points made during the meeting, and the actions of the Committees. Assists the Advisory Committee Liaison with maintenance of attendance and voting records, and recordkeeping for each meeting. Proofreads various types of materials to ensure that information is grammatically correct, complete, consistent and adheres to agency rules and regulations. Ensures correspondence for upper management is prepared in accordance with established procedures. Provides customer service through the telephone, in person and electronically including, but not limited to, problem-solving, program status and forwarding on to appropriate parties. Gathers information from published legal documents to aid in answering questions as needed. Assists with Bureau telephone coverage to ensure that incoming calls are answered promptly, are relayed to the appropriate staff person, and detailed messages are taken. Assists with mail pickup and delivery for the Bureau. Processes incoming mail in an efficient and expeditious manner. Mails correspondence through Express Mail, FedEx and UPS. Initiates tracers through the U.S. Postal Service on lost mail or parcel post. Copies, files, and mails permit related documents. Completes requests and mails information, forms, and regulations to the public. Replies independently when appropriate. Maintains log of correspondence consistent with correspondence tracking system to ensure deadlines are met. Serves as the timekeeper for the Divisions of Hazardous Waste and Municipal and Residual Waste Management by assisting employees with Employee Self-Service (ESS), timesheets entry and processing, leave requests, and alternate work schedules. Assists with maintenance of the Reporting and Fee Collection Division’s filing system in accordance with the Bureau’s Records Retention Schedule. Ensures that appropriate files are kept on site, and prepares paperwork, and boxes and sends files to the State Records Center. Prepares paperwork to retrieve files from the Records Center as needed. Responsible for creating revenue transmittals for the Hazardous Waste Management Division, Municipal and Residual Waste Division and Reporting and Fee Collection Division for deposit using the SAP Logon Easy Access System. 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. Complies with all applicable laws, regulations, policies, procedures, guidance, and training requirements related to assigned duties and DEP electronic data systems. Attend meetings and training as needed. 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. 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. This position description in no way states or implies that these are the only duties to be performed by the employee occupying the position. Employee will be required to follow any other job-related instructions and to perform all 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 is assigned by verbal or written instruction or a template provided for preparation and formatting. Supervisor or Bureau staff member reviews work products prior to signature and/or routing. |
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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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