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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00108631 |
Description Activated On: 8/22/2025 9:12:35 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. Employee performs a wide variety of office-related functions and administrative work to assist in the management of Kings Gap Environmental Education Center, within the Commonwealth of Pennsylvania’s Department of Conservation and Natural Resources, Bureau of State Parks. Employee ensures the park’s office operations are conducted in an efficient and effective manner, to best serve the public, the park’s employees, and the Bureau’s mission. |
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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. ADMINISTRATIVE Maintains proficiency in typing and computer operations, including the regular usage of Microsoft platform programs (e.g., Outlook, Word, Excel, Teams), as well as regularly used internal systems issued by the Commonwealth. Maintains the park’s system for filing and retrieving documents and other information, including paperwork, historic documents, e-mail, and various shared digital file folders. Assists in maintaining an inventory of supplies, brochures, park publications, permits, and other inventoried items related to office operations. Responsible for inputting, printing, mailing, processing, distributing, and filing all park use agreements for events, trainings, weddings, commercial activity, etc. Monitors agreement timelines for execution, including due dates for required payments and necessary paperwork from agreement sponsors. Processes payments associated with agreements. Brings contract compliance issues to Center Manager’s attention. Communicates details regarding bookings and contracts to agreements’ sponsors. Ensures that regular reporting requirements (weekly, monthly, quarterly, annually, as requested) are being met (e.g., vehicle mileage, fuel usage, park attendance, project spending). Brings noted discrepancies or questions about reports to the attention of Center Manager. Assists with training seasonal staff operations related to the Mansion front office or Education Building front office, including use of the Bureau’s reservation system. HUMAN RESOURCES Maintains a working knowledge of policies regarding employee entitlements and restrictions (e.g., employee rights, benefits, leave programs, labor agreements language, work rules), assisting park staff in understanding, accessing, and being consistent with employee resources. Through the use of staff memos, staff meetings, individual meetings, and required postings, keeps staff informed of requirements and changes regarding employee entitlements and restrictions. Completes necessary forms to process hiring functions. May be involved in scheduling interviews and maintaining communications with potential candidates. Responsible for onboarding functions, informing new hires of pay rates, schedules, leave entitlement, etc. Assists in orientation for new employees. Assists in completing and inputting employee accident and/or injury reports, cooperatively with involved employee and their supervisor. Assists in the confidential exchange of information regarding employee workers’ compensation claims, Family Medical Leave Act (FMLA) leave, Sick-Parental Family (SPF) leave, and loss of time related to fitness-for-duty. TIMEKEEPING Responsible for absence and time activity for all employees of the Kings Gap Environmental Education Center. Reviews employee timesheets for completion and accuracy, ensuring time is entered by established deadlines. Calculates overtime and other varying pay rates, based on hours worked, personnel rules, Department (DCNR) policy, and applicable labor agreements. Maintains a working knowledge of the Commonwealth’s online internal systems for recording work hours, absences, time activity, inputting substitutions, correcting errors, etc. Ensures leave is properly coded (e.g., unpaid leave, sick leave, FMLA and SPF leave, civic duty, military leave). Assists employees in understanding leave entitlement, balance, and usage. Informs employees’ supervisors of issues concerning employee’s leave. Assists Center Manager in maintaining a calendar of dates showing when seasonal employees return and leave for the season. PROCUREMENT Serves as primary purchasing agent for the park. Maintains a working knowledge of the Commonwealth’s and the Bureau’s procurement. Reviews all invoices for accuracy. Contacts vendors for credits, corrections, etc. as required. Verifies and justifies charges utilizing online bank program. Ensures each expenditure has a proper receipt, is provided a proper justification by the purchaser, is coded to the proper funding source, and is accurately categorized and reflected on the park’s ledger. Maintains a working knowledge of regularly contracted products and services utilized by the park, as well as how to research the Commonwealth’s database of contracted vendors. Assists park’s purchasing card holders in researching the Commonwealth’s database for contracted vendors. For purchases from vendors under contract with the Commonwealth, reviews estimates, packaging slips, and receipts for accuracy in the transaction’s adherence with the contract. Works with Commonwealth’s commodity specialists or directly with vendors, to resolve any payments or disputes regarding contract purchasing. For designated services and product categories, utilizes Commonwealth’s internal online system to purchase from participating vendors or the Department of General Services warehouse. For larger purchases, above purchasing card thresholds, prepares informal requests for quote, to facilitate a fair and competitive bidding. Receives and reviews quotes for accuracy and completeness. Awards quotes based on established criteria. Acts as the primary staff contact for all Commonwealth issued purchasing cards, as well as the primary purchaser for large credit card transactions. Assists the process for issuing new employees purchasing cards. Monitors spending limits and thresholds each month, to inform an efficient spending plan among purchasing card holders in the park. Keeps purchasing card holders informed of their purchasing limits and acceptable usage. Informs Center Manager of any issues or potential issues with purchasing card usage. BUDGET& ACCOUNTING Assists in preparing annual Operations & Maintenance budget estimates for the Kings Gap Environmental Education Center. Prepares various fiscal and statistical reports utilizing the Bureau’s internal fiscal management program. Assists Center Manager in preparing for mid-fiscal cycle reviews with Regional management, tallying known expenses and anticipating remaining costs. Assists Center Manager to review encumbered documents and liquidate balances, to ensure budget allocation and all funding sources are properly depleted by the end of the fiscal year or other established deadlines. Maintains a history of the park’s spending practices, for use in preparing future estimates. RESERVATION SYSTEM AND REVENUE Utilizes the Bureau’s online reservation system, maintaining a proficiency with the software by staying aware of updates to the system. Uses reservation system to create or manage reservations for park facilities, including Mansion overnight accommodations, training/conference spaces, program registrations, the rental pavilion, and the Organized Group Tenting campsite. Monitors incoming reservations and changes to facility availability, notifying staff in the area of operations affected by the changes. As needed, will make requests to the Bureau's reservation specialists to change the availability of facilities or block specific facilities for the purpose of required facility maintenance, staff trainings, and other park-specific needs. Will communicate issues with the reservation system, specific reservations, or specific customers to the Bureau's reservation specialists. Prints arrival reports for facilities and provides check-in information to rangers, maintenance personnel and managers when needed. Communicates with Center Manager regarding issues, comments, complaints, problems, or foreseeable problems regarding park reservations. Notifies maintenance staff of facility deficiencies or growing/potential issues. Utilizes the online reservation system to receive payments from customers, print receipts, prepare and submit deposits, prepare transmittals of revenue, as well as reconcile revenue received daily and monthly. When reconciling cash drawers, documents discrepancies and brings to the attention of the Center Manager. EVENTS, CONFERENCE & TRAINING CENTER Serves as primary keeper of the Conference & Training Center calendar, retaining principal authority to formalize reservations. Regularly updates the schedule of Mansion and Training Center groups for distribution to staff. Prepares invoices and contracts for usage of the park’s reserved facilities (i.e., Mansion, Classroom, other aspects of the Training and Conference Center). Takes and processes payment for the park’s reserved facilities. Serves as primary contact person for groups utilizing the park’s reserved facilities. Assists in altering the schedules of hospitality staff, to best accommodate updates to usage of the park’s reserved facilities. Informs Center Manager when requests or problems require additional attention. Assists Park Resource Ranger or Environmental Education Specialist staff with taking registrations and maintaining registration records for public programming. COMMUNICATIONS Work includes public contact and effective communications to establish and maintain cooperative working relationships with employees and other agencies. Relays all pertinent information between Commonwealth administrative support staff and the Center Manager. Answers phone calls, responds to routine questions about the park, records and passes messages, and routes telephone calls to the appropriate staff. Regularly employs email to keep park staff informed and to ensure time sensitive tasks are completed within established time frames. Monitors the park’s general email account, responding to routine questions, forwarding messages to appropriate staff, and printing memos for posting. Operates the park’s base radio to communicate with field personnel during emergencies and non-emergencies. Ensures all required information for employees is posted. Reviews correspondence, news sources, and technical literature and Departmental, Bureau and Park activities and informs Center Manager of significant developments and problems. Receives, stamps, sends, sorts, and distributes postage and packages. PUBLIC RELATIONS Presents a professional image to the public through adherence to the Bureau’s mission, professional language and conduct, uniform appearance, office cleanliness and preparedness, a thorough knowledge of the park and its operations, a confident and helpful demeanor, verbal and telephone skills, and practiced visitor service skills. Maintains proficiency as a public guide by exercising and conveying an adequate knowledge of the park, as well as park rules and regulations (particularly, of the Mansion and its operations). When seasonal staff is unavailable: Greets and assists visitors at the Mansion Park Office when seasonal staff is unavailable. Conducts check-in and check-out procedures for overnight guests and other reservation holders. EMERGENCIES Responds to emergency situations in a manner that’s consistent with park policy, by utilizing the Emergency Manual for Kings Gap Environmental Education Center. Upon notification of an emergency, immediately contacts Center Manager, Park Rangers, other relevant staff, and/or 911. During an emergency, may serve as the point of contact or communication conduit between park staff, emergency response entities, or involved visitors, by utilizing the office phone and/or park radio. MISCELLANEOUS This job 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 their supervisor, in order to fulfill the Bureau’s mission. |
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. Completes work with considerable initiative and independence. Though communication and coordination with the Center Manager happens almost daily, employee uses independent judgment in determinations on a variety of problems or procedures. Work involves making independent operating decisions on the appropriate disposition of work based upon experience and knowledge of office and departmental operations. Employee acts with authority on office management/administrative functions. Employee must show judgment and discretion due to access to confidential and sensitive data. Reviews of work performed are conducted through established annual employee performance reviews, as well as interval conversations, as requested by employee or Center Manager. |
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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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