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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00106919 |
Description Activated On: 2/24/2026 9:28:29 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 is responsible for the clerical duties in the Bureau of Radiation Protection. |
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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. Provides clerical support to all Divisions as needed. Prepares letters, emails and memos. Proofreads and formats outgoing correspondence to ensure it is grammatically correct, complete, and consistent and that it adheres to the Department's Correspondence Manual. Assists staff in filling out and submitting travel requests in COSTA. Assists staff with entering Travel Expenses in SAP Concur. Creates, prints, and mails invoices to registrants, licensees, and certificate holders. Creates, prints, and sends certificates to registrants, licensees, and certificate holders. Mails acknowledgement letters or certificates of annual fee payments received. Enters new and renewal permits and fees in agency database. Terminates registrations and certifications. Assists staff with scheduling training and records Continuing Education Credits (CEC) in My Learning. Answers phones for the Radiation Protection Program. Provides basic information and/or channels calls to the appropriate staff member. Calls may be received from Commonwealth employees, State and Federal officials, the radiation industry, or the public. Provides back-up to other Divisions as necessary. Processes and distributes all incoming and outgoing mail as required. Performs various copying, scanning, faxing and electronic filing duties as needed. Scan, copy, organize, and file any reports or records. Frequency varies based on Bureau needs. Assists staff with entering overtime requests into OnBase. Organize and maintains an extensive filing system for the bureau’s electronic files. Prepares outgoing mail for the staff ensuring that it is properly addressed and delivers the mail to designated pick-up points. Converts enforcement documents and other paper documentation to PDF format; names it according to standardized procedures and then files the PDF files in the appropriate location on the server. Attends at least one Emergency Preparedness Drill per year to act as clerical support. Digitizes letters and reports using Optical Character Recognition (OCR) software to assist with record retrievals for the Decommissioning Division. Schedules meetings and reserves conference rooms in Outlook or Teams. Scans files and assorted documents to the OnBase filing system. Maintain and periodically update a Desk Reference Manual. The supervisor will determine workload and periodically making assignments to help other Sections with overflow due to special projects and other unforeseen events. Promotes the department’s mission. Helps prepare for and attend special meetings. 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 job description in no way implies that these are the only duties to be performed by the employee occupying this position. Employee will be required 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. Most work is routine and requires some independent judgment with projects being assigned by the supervisor or managers. Work is reviewed for efficiency and accuracy on an ongoing basis. |
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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: N/A 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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