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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00111597 |
Description Activated On: 4/1/2026 12:12:25 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 is assigned to the Business Management Office and reports directly to the Administrative Officer 3 Regional Business Manager. This position is of a technical and administrative nature involved in directing specialized administrative operations to support the program areas of the Northeast Region. This position assists the Administrative Officer 3 in administering all personnel functions and automotive and equipment management for the Northeast Regional Office in Wilkes-Barre and its District Offices located in Bethlehem, Pocono, Pottsville and Scranton. The Human Resources Section serves approximately 190 employees in the Regional and District Offices, comprising the following Programs: Administration; Director’s Staff; Air Quality; Environmental Cleanup and Brownfields; Clean Water; Waterways and Wetlands, Safe Drinking Water; Waste Management and Emergency Response Team. |
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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. PAYROLL/TIME PROCESSING/LEAVE MANAGEMENT Responsible for timekeeping duties for the Region. Inputs overtime, corrects errors on the error report, makes work schedule changes, enters holiday leave, and creates substitutions to work schedules. Audits Cross Application Time Sheets (CATS) forms completed by employes and ensures they are completed correctly. Calculates overtime based on hours of work, personnel rules, Department policy, Fair Labor Standards Act and appropriate Union Contracts and side agreements. Ensures required signatures and approvals for overtime/compensatory time have been acquired prior to processing and input of overtime. Ensures that Wage employees and Interns are paid for hours of work by timely and accurate input of hours into the Imagine PA MySAP for the Time and Attendance Payroll System. Responsible for the timely processing and input of the regional overtime payroll. Resolves post-audit payroll problems with direction from the Bureau of Human Resources. Ensures Central Office Human Resources staff is informed when employes begin or return from long term leave without pay. Provides training and guidance to regional staff on all payroll-overtime policies and procedures. Maintains Payroll Records for three (3) years per file retention schedule. Responsible for supporting the Commonwealth Leave Management Program for the Region. This position is responsible for a variety of time and attendance and personnel transaction functions. Performs time and attendance duties as set forth in the Governor’s Office Manual of Leave and Holiday programs and the Imagine PA Time Management Processes Manual. Examples of time and attendance responsibilities include input of leave usage in SAP computer system, determining appropriate coding of overtime, shift differential, holidays and higher-class work, and input of appropriate codes in SAP time sheet. Duties also include determining and assigning the correct work schedule rule and completing work schedule substitutions to allow for accurate payment for hours worked. The employee in this position also researches and responds to inquiries of staff regarding leave quotas and payroll issues. Advises new hires on Time and Attendance policies as well as Non-Standard Work Schedules and all procedures to be followed. Tracks receipt of quarterly work schedules for the Region. Assists with the maintenance of NERO's telework schedule. BENEFITS Assists with conducting New Employee Orientation, directs the staff to the HR Service Center (HRSC) for medical benefit information, ESS, myworkplace, and the PEBTF site for reference. TRAINING Organize and coordinate Regional Training Programs such as Red Cross Aids Training, Deferred Compensation, Wellness Program, and other training conducted in the Region. This includes scheduling, obtaining conference room and audio-visual equipment required, coordinating attendance and cancellations or replacements for the training programs. Handle Out-Service Training for Region, processing all paperwork and submitting to Harrisburg for approval, after reviewing and giving necessary coding. Receives all Out-Service Training requests and makes sure each request is administratively complete. Verifies accuracy of cost codes used with Regional Business Manager or Administrative Officer. Once Regional Director approves OST requests, requests are forwarded to the Deputy Secretary for approval. Notifies employees when requests are approved by Central Office. Inputs training data and course completion into LSO. Ensures employee training records are updated as needed. Serves as a Training Coordinator Assistant and must have knowledge of LSO, ESS, My workplace, and utilize these systems for report generation, etc. Assists with coordination of annual Right to Know training, CPR training, required emergency response training, and Commonwealth provided physicals. AUTOMOTIVE Inputs mileage and days used for NERO vehicle fleet into the DGS M-5 system by requested deadline. Records mileage/days for all NERO vehicles on regional excel spreadsheet. Files monthly auto reports and maintains log sheets for repairs and maintenance in each automobile file. Performs activities that relate to the control, maintenance, reporting for the automotive fleet. This includes the processing of acquisition, assignment of vehicles, preventative maintenance, repairs, road service, accident investigation replacement, repair estimates, storage, purchases, monthly and periodic management reports and the monitoring of usage and reassignments. Reviews VIPs automotive quarterly updates for accuracy. Responsible for spare vehicle keys for Region. Responsible for the assignment of key fobs and EZ Pass transponders as well as any changes to assignments when needed. OTHER DUTIES Types from drafts or samples of various personnel action letters, reports, memoranda, lists, and other materials for the signature of the Human Resources Coordinator, Regional Business Manager, Assistant Regional Director, or Regional Director, and performs related clerical duties appropriate to the classification. Independently responds orally and in writing to requests for personnel information. Maintains an up-to-date knowledge of the EIS system, Employee Self Service System and IntraDEP to assist staff with any problems they may encounter. Distributes personnel-related information to staff. Maintains Photo Identification Card program for the Northeast Region. Answers phones, takes messages, greets visitors to the Section and responds to inquiries relating to the Section. Maintains confidentiality in all assignments for the Section. Receives and responds to personal and telephone inquiries from a variety of sources, including employees, supervisors, families, and commercial establishments. Exercises independent judgment in divulging sensitive and personal information. Creates Region Personnel Folders for personnel selected for hire. Requires thorough knowledge of current state programs, policies and procedures, and the exercise of careful work methods and accurate data entries. Files all documents in Regional Personnel folders and purges records according to the records retention schedule for Human Resources. Maintains records for employee parking covering filled and vacant slots for all parking lots used by NERO staff and visitors. Acts as backup for Records Management Section: Maintains documents (hard copy, microfiche, and aperture cards) in the Northeast Regional Office. Sorts program filing and files documents in the high-density file system. Retrieves files upon request for staff and public. Purges and prepares files for microfilm. Files microfiche and aperture cards when necessary. Answers telephone inquiries from the public regarding appointments for file reviews. Responsible for inputting file information into the Oracle database and creates new file folders when necessary. Assists with scanning/imaging all NERO Records to assist with paperless initiative. Assists with QA and entry of start sheets when needed. Responsible for processing incoming and outgoing mail when assigned. Assists as backup to the switchboard whenever necessary. Screens and routes incoming calls to proper personnel, takes messages and directs visitors. As necessary, assists the Program Support Section performing various duties such as inputting into databases, eFACTS, and helping with permit processing, etc. Promotes the Department’s mission. 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 states or implies that these are the only duties to be performed by the employe occupying this position. Employes will be required to follow any other job-related instructions and to perform any 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. The Administrative Officer assigns job duties and explains time frames for project completion. Thereafter, work is completed with considerable independence and judgment within standard operating procedures. Informal meetings are held during the week to coordinate priorities. Administrative Officer reviews completed work periodically to ensure time frames are met, etc. |
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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: The position requires candidates who have knowledge of basic clerical skills, in addition to a working knowledge of various computer programs, including but not limited to Word, Excel, Outlook, Teams. These abilities are essential to the ability to perform the necessary duties of the position. 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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