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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00106432 |
Description Activated On: 12/16/2025 9:17:53 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 the park manager with administrative support to ensure standard procedures, procurement, payroll, and human resources are conducted efficiently and is responsible for clerical and administrative functions as they pertain to the operation system of Ryerson Station State Park. The Park consists of 1,164 acres and offers fishing, pavilion rentals, camping, swimming, picnicking, hiking, hunting, cross-country skiing, and other winter activities. |
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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. ADMINISTRATION AND GENERAL OFFICE SUPPORT The major areas of responsibility will include timekeeping, purchasing, accounting, park visitor services, reservations, volunteers, and other routine office functions for Ryerson Station State Park. Knowledge of the clerical process is required, to include the skilled typing of a variety of paperwork in both draft and final form and includes responsibility for format, punctuation, and grammatical content. Employee is skilled in the use of various office machines including but not limited to copy machine, electronic calculator, personal computer, printers, scanners, phone system, P25 radio system, and FAX machine. Correspondence and Reports: Replies and deals with routine correspondence to relieve Park Managers of this task. Composes and types letters, memos and reports for Park Managers’ signatures. Relieves management of routine requests and reports. Prepares correspondence concerning topics of which employee is informed. Prepares and types various monthly, yearly and other reports on a regular basis. Prepares and stamps outgoing mail. Logs postage stamp purchases and usage. Prepares certified mail forms. Maintains, updates, and purges all park files for each access and retrieval. Operates park’s personal computer. Prepares and revises word processing documents. Uses spreadsheets and database functions. Uses Budgetary System and AA Computer Systems. Proofreads and assumes responsibility for correct grammatical content and punctuation. Sets up and maintains the park filing system. Participates in all mandatory trainings required to maintain an up-to-date office environment. Other related duties as assigned by Ryerson Station Park Manager and Region 2 office management. RULES, REGULATIONS, AND DECISION MAKING Employee must be aware of Department, Bureau, and Park rules, regulations and policies and any changes to them. Employee interprets various rules and regulations and makes decisions regarding how they apply to public visitors and employees of the park and relays the same. Work encompasses all aspects of a complicated process and requires the ability of the employee to make various decisions independently, analyzing data and applying that information to job duties. Employee develops and maintains systems that will assure proper handling and processing of state operations in accordance with standards established by the Department. Employee must show judgment and discretion due to access to confidential and sensitive data including answer emergency phone calls and make emergency decisions. PURCHASING AND PROCUREMENT Maintains and coordinates all credit card purchases and the credit card purchasing system. Interprets and applies State Purchasing Guidelines and acts as Purchasing Agent for the park in the preparation of purchase documents (Purchase Orders, Service Purchase Contracts, etc.) Develops bid documents in proper form and opens and reads sealed bids, submits purchase documents for processing, approval, and encumbrance. Acts as liaison between vendors and contractors and the park administration. Answers queries on invoice payments, etc. Determines needs and places orders with local vendors for items to be purchased. Investigates discrepancies regarding credit card transactions and provides a monthly settlement report. Serves as the computer coordinator for park computer and printer functions. Makes recommendations concerning future purchases of equipment. FINANCIAL MANAGEMENT AND ACCOUNTING Monitors and maintains the park’s “300” expenditures to verify these charges are correct and charged against the appropriate project and minor objects. Maintains ledger of expenditures for the park’s O&M and major maintenance budgets. Monitors and advises park management with actual and projected expenditures based upon current and past fiscal years. Monitors and regulates expenditures by minor objects according to allocated budget figures. Assists in tracking current budget expenditures and assists in the preparation of the budget and re-budget each fiscal year. Upholds Bureau Cash Management Policy. Monitors all revenue on hand including the parks change fund(s). Processes bank deposits and transmittals. Reconciles depository account on a monthly basis. Handles any discrepancies with staff financial sessions. HUMAN RESOURCES AND PAYROLL Answers inquiries about possible job opportunities and provides potential applicants with civil service applications, etc. Processes all paperwork for hiring. Assists with scheduling interviews Completes and distributes leave without pay (LWOP) and return from LWOP letters for seasonal employees as well as all related paperwork (tax forms, credited service memos, leave forms, I-9 forms, etc.) Does all aspects of the payroll process. Enters timekeeping through SAP for all employees. Enters time appropriately related to overtime, shift differential, growing greener hours etc. related to AFSME, PSRA, & USGOA union contracts and personnel policies for non-union employees. Keeps all hard copies of employee time-tracking and files appropriately. Receives bi-weekly employee work schedules from park manager and proofreads before posting to assure they are in compliance with union articles and management policy and procedure. Keeps track of hours worked and leave time. Maintains a log of holiday, compensatory leave earned and used by employees. Advises employee supervisor of any problems or potential problems concerning leave. Completes workers’ compensation Administers personnel files for each employee and files all related paperwork. Maintains employee compliment as well as electronic database of all employee information including but not limited to start dates, due dates/updates related to trainings, certifications, licenses, background checks etc. Assists in the development of schedules for park personnel. Based on seasonal workload, changes and assures all schedules are in compliance with union articles of work as well as management policy and procedures. COMMUNICATIONS AND EMERGENCY RESPONSE Operates and monitors the base radio and maintains communication with Park Manager, DCNR LE Ranger, Maintenance Supervisor, and other staff as appropriate. Answer routine transmissions, dispatches vehicles, and functions as an administrative office contact during emergency situations. Must be familiar with park’s emergency procedures. VISITOR SERVICES, RESERVATIONS, AND VOLUNTEERS Answers telephone calls and provides information and refers callers to proper channels. Greets and assists visitors to the park office. Provides visitors with basic information and interprets park rules and regulations in answering specific questions. Functions as initial point of contact for both the general public and personnel from Regional Office and Central Office. Lead worker for reservation system and volunteer system. Explains rules and regulations to permit holders and resolves disputes when necessary. Maintains accurate listings of permit holders, calculating and collecting fees, and transmitting revenue. Maintains volunteer database, hours, and records. Assists volunteers with background checks and keeps track of updates needed. Serves as liaison between concessionaires and park manager, interpreting contracts and agreements, maintaining all files, and receiving and processing all required documentation. |
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. Listed in above Sections: Position Purpose and Description of Duties |
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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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