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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00111869 |
Description Activated On: 12/19/2025 11:13:04 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 performing administrative functions for Ricketts Glen State Park. The major areas of responsibility include; purchasing, personnel, timekeeper, budget and fiscal analysis, revenue deposits and transmittals. Ability to interpret Commonwealth, Department and Bureau policies and procedures relating to budget and fiscal, personnel, and purchasing. |
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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. Budgetary Items: Analyzes data and provides recommendations for fiscal and mid-year budget preparation. Compiles historical and projected figures in preparation of park's fiscal budget. Maintain and monitor expenditures of park budget. This includes the operational budget for materials, personnel and special funded projects assigned to the park. Includes data input into park fiscal program, reconciling P-card statements, reconciling SAP reports to balance budget with park fiscal program. Prepare monthly reports for Park Manager showing running balances of expenditures for park budget. Balances are monitored and park manager is advised of potential areas of concern requiring adjustments to budget. Timekeeping / Personnel: Assists park manager in hiring process for vacant positions within park. Prepares hiring paperwork for selected applicant and presents to park manager for signature. Prepare notices of return from and to LWOP for seasonal employees. Maintain time and attendance using SAP CAT screens for each employee within park complex. Monitors leave usage for adherence to union contracts and personnel rules and advises manager of any potential problems. Payroll is prepared and input into SAP by this position with knowledge and interpretation of three union contracts and computation of regular wage hours, overtime, shift overlap, and shift differential. Maintain employee personnel files according to Commonwealth procedures. Responsible for Forwarding salary & wage documents to Region for scanning into E-OPF. Purchasing & Fiscal Mgmt.: Purchase materials and/or services for park following Commonwealth purchasing guidelines. Advises park manager and maintenance staff on proper Commonwealth purchasing procedures. Purchases may be through SAP purchase order, bid process or local purchase. Requires generating purchase orders and verification of receipt/delivery of materials from purchase orders. Prepares informal request for quotes / bid documents, reviews for accuracy and notifies low-bidder. Monitors multi-year contracts and unencumbers funds when necessary. Works with the Park’s Enterprise Program (sale of merchandise to park customers that include but not limited to T-shirts, caps, pins, etc) by purchasing and selling product, keeps an accurate inventory. Purchasing Card: Maintain invoices and statements for audit purposes, in accordance with established retention schedules. Ensures all purchases are accurately re-coded in US Bank Access system & reconciles monthly credit card statements with KSB1 and ledger program. Invoice Processing: This includes data entry of invoices & expenditures into the fiscal budget program and submitting invoices to designated region for processing. Insure purchases are made according to Commonwealth procedures prior to processing for payment. Park Revenue: Prepare bank deposits of revenues. Prepare transmittals to transmit deposited revenues park reservation system. Clerical: Compose correspondence to various agencies and public. Correspondence may be replies, requests, confirmations to appointments or workshops, and applications. Maintain park files. Purge files in accordance with Records Retention Schedule provided by bureau. Makes recommendations on processes and procedures to enable administrative unit to perform efficiently. Monitor concession contracts and maintain records for compliance of insurances, payments, posted hours, prices, schedules, etc. These items must be forwarded to Central office for official files. Other Duties: As needed in the absence of clerical staff meets and greet park customers, relaying general information regarding the park system. This includes Rules and Regulations of our park, directions to park activities and facilities. This is done in person, via phone or e-mail and may include other park facilities as well as this park. Maintains open communications and good working relationships with other state and local agencies, businesses and general public. Serves as communication liaison for park staff or park customers in case of emergency. Communicate via two-way radio and/or telephone with agencies such as Forestry, Game Commission, Fish & Boat Commission. Assists in the preparation of information news releases. Prepare monthly, quarterly, yearly reports such as automotive reports through VMS, attendance, gas and oil, incident, discharge monitoring, volunteer, etc. Complete, check for accuracy and submit by the due date. Responsible to keep current with policies and activities relating to state park facilities such as Administrative Circulars, Administrative Manuals, Executive Orders, Management Directives, and Park Management Manual. Use various equipment to assist in workflow efficiency such as computers, scanner, copier, fax machines, printers, calculator, etc. Performs other duties as requested or required. |
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 often performed independently, while other work ia assigned verbally and in writing from the park manager. Work is reviewed periodically by verbal and observation methods from the supervisor. |
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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. 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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