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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00110542 |
Description Activated On: 6/15/2026 7:47:03 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 assigned to the Central Services Unit in the Southwest Regional Office. The incumbent in this position acts as lead worker in the Central Services Unit. |
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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. 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 Work Duties: Performs as a lead worker for records management in the Southwest Region, coordinating public file reviews, responding to Right to Know Law requests, guiding staff, and ensuring accurate, compliant, and efficient handling of all regional records. Evaluates daily workloads and determines staffing needs, assigning work and adjusting schedules to maintain coverage across records management, phone coverage, the reception area, and the mail room, and updates the Clerical Supervisor on workload and upcoming projects. Trains clerical staff in Informal File Reviews, Right‑to‑Know Law processes, and data entry in systems such as eFACTS. Reviews clerical staff work for accuracy and completeness. Recommends performance standards for records management staff. Provides guidance to staff on Informal File Review procedures, coordination with regional offices, and daily Central Office operations. Clerical Duties: Ensures proper processing of incoming and outgoing USPS and UPS packages and resolves immediate issues in the records management area. Coordinates and oversees all public file reviews and Right‑to‑Know Law procedures. Responds to inquiries from the public and staff via correspondence, telephone, fax, or email. Gathers required information and schedules file reviews or routes inquiries appropriately. Uses discretion when sharing information that may be misinterpreted. Applies thorough knowledge of records management practices, principles, and file systems. Ensures compliance with all applicable laws, regulations, and departmental policies. Coordinates preparation of records for public review and contacts technical staff when previews are necessary. Ensures files are complete for review, including historic and current materials. Reviews documents to ensure they contain no obvious confidential material. Consults with the Clerical Supervisor and legal counsel to resolve interpretation issues related to Commonwealth and DEP laws and policies. Uses the Records Management System (RMS) to identify facility records in all media formats. Prepares and distributes a weekly email listing the next week’s scheduled file reviews. Schedules file reviews based on file and space availability. Greets reviewers, explains procedures, assists with equipment use, and refiles materials after reviews. Collects and receipts copy fees and arranges oversized duplication when required. Processes written requests under the Right‑to‑Know Law unless rights are explicitly waived. Explains RTKL requirements and available remedies as the designated RTKL Liaison. Obtains waivers and withdrawals when appropriate. Contacts program managers to determine available files. Provides guidance and training to regional management and technical staff on RTKL requirements and deadlines. Pulls confidential files for program and legal review to determine confidentiality status. Prepares draft response letters for signature by the Assistant Regional Director after legal approval. Explains RTKL rights for telephone requests and obtains written requests when necessary. Coordinates with District Offices to ensure all documents are available for review. Advises the supervisor when deadlines cannot be met and recommends alternatives. Maintains reviewer information, including surveys. Develops and updates a database of requester information. Provides monthly RTKL information to the Clerical Supervisor. Trains new clerical, management, and technical staff in RMS, records center procedures, policies, Management Directives, the Right‑to‑Know Law, and public file processes. Serves as a liaison between records management and technical staff, responds to inquiries and resolves clerical issues. Assists program support and technical staff with records management policies and procedures. Maintains alphabetical and numerical filing systems and prepares folders according to established procedures. Retrieves, delivers, pulls, logs, sorts, and files records as required. Places out‑cards when files are removed. Pulls files according to retention schedules, prepares them for microfiche or digitizing, and updates RMS status. Reports progress and problems to the Clerical Supervisor. Assists with records center projects and supports District Offices in maintaining public and working files. Organizes and maintains the records center supply area and mailroom. Maintains the file review area, ensures availability of necessary equipment, coordinates repairs, and recommends replacements. Develops and maintains standard form letters, guidance documents, and commonly used correspondence. Sorts and delivers incoming mail and processes outgoing USPS mail. Provides guidance on UPS shipments. Answers, screens, and transfers incoming calls; greets the public; directs them to appropriate personnel; processes water bottle kits; and maintains door and elevator fire safety keys. Monitors door access for scheduled visitors, deliveries, and District Office personnel and coordinates with staff to ensure proper reception. Maintains and updates the desk manual. Attends required meetings, trainings, seminars, and conferences. Promotes the Department’s mission. Enters data in required formats to meet DEP data quality standards and uses system tools to minimize duplicate entries and errors. Performs other related duties as assigned. |
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 generally performed independently. Responsible for assuring a balance of clerical support in the Central Services Unit. Work performance is periodically reviewed through discussion with Supervisor and Annual Employee Performance Reviews. |
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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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