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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00114751 |
Description Activated On: 12/19/2025 2:36:18 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 is a professional position reporting directly to the Regional Business Manager’s office. The incumbent is responsible for carrying out responsibilities and performing tasks associated with the administrative support of a regional environmental protection field office. Serves as the regional liaison to the Bureau of Human Resources for all matters pertaining to the personnel management and administration of the Southeast Region staff. Provides technical and administrative supervision of (1) Clerical Supervisor 2 responsible for providing clerical support to the Regional Director's Office and to the AQ Program. Also serves as the reviewing officer to the Clerical Supervisor's subordinates and a Clerical Assistant 2 in the Human Resources unit responsible for time-keeping duties and performing personnel administrative and clerical functions while teleworking and during in office visits as well as the Clerical Assistant 2 who is the front desk receptionist. |
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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. Staffing Manages the hiring process for the SERO. Assists Regional Director and hiring managers/supervisors with staffing needs and HR processes. Tracks complement, updates/maintains vacancy spreadsheet. Prepares/updates position descriptions, enters requests via Ask HR, approves postings. Coordinates with supervisors to schedule interviews and assists with proper interview techniques. Reviews interview questions to assure adherence to all applicable rules, regulations, laws, policies and procedures. Prepares interview packets, finalizes interview schedules, and sends out interview notices. Reviews selection packages and submits to Human Resources. Contacts candidate to offer position. Obtains all information necessary to transact new employee. Schedules new employee orientation. Acts as I-9 Verifier. Answers questions related to employment with the DEP and the Commonwealth of PA. Prepare and send letters/emails to non-selected candidates. Prepare the request to fill identifying the current classification and the requested classification. Launches ePARs for filling vacancies, position reclassifications, updating roles, changing headquarters, making Emergency Response Team (ERT) payments, and other items. Reviews vacant position descriptions for completeness and appropriateness as it relates to the classification. Reviews essential functions to assure they meet all requirements of the Americans with Disabilities Act (ADA) and the position. Submits management-initiated reclassifications via ePAR ensuring position description is up-to-date and all necessary documentation is included prior to submitting. Tracks the status of the request. Coordinates regional intern program. Contacts colleges/universities for curriculum to meet specific program needs. Ensures funding code is correct. Verifies education requirements meet the posting needs. Reviews transcripts/resumes of scheduled candidates, providing copies to the interviewer(s). Conducts administrative interviews of candidates to determine availability, preferences and resolves any issues. Explains eligibility requirements, appointment and selection procedures, agency procedures, etc. Works with Emergency Response Team Manager to determine the classifications needed for team vacancies. Creates and submits paperwork for posting vacant team slots. Receives job bids for team slots. Reviews job bids for eligibility and determines selected candidate. Prepares selection/non-selection notification letters. Send personnel change notifications to appropriate regional staff. Prepare and send letters/emails to non-selected candidates. Work with programs to identify areas of staffing needs. Forwards recommendations for recruitment efforts through Ask HR System for approval to post vacancies. Review position descriptions for completeness and appropriateness as it relates to the classification. Review essential functions to assure they meet all requirements of the Americans with Disabilities Act (ADA) and the position. I-9 Verifier – Ensure I-9 form is completed for new hires. Verify the consistency/completeness of all information entered by the employee in Section 1 of the Form I-9. Review original documents presented by the employee for authenticity and validity, ensuring the documents are not expired. Sign the I-9 form verifying the required original documents were reviewed and are acceptable. Interns - Coordinate and oversee regional intern program. Coordinate requests with managers/supervisors. Review funding codes for accuracy. Prepare necessary requests for submittal and concurrence of the Deputy Secretary. Obtain intern lists from BHR Intern Coordinator. Contact local colleges/universities for special needs. Work with supervisors to develop interview questions and assist in the interview process. Review selections to assure adherence to all applicable rules and regulations and policies and procedures. Prepare and send selection packages to Central Office BHR. Process management-initiated reclassifications. Review position description and assure all necessary documentation is included prior to submitting ePAR. Track the status of the request. Send personnel change notifications to regional staff so that updates to regional records, files and databases can be made. Training Process out-service training requests for the region. Review requests to determine if all required backup documentation is included, appropriate rates for subsistence expenses and hotel charges were used, and appropriate funding codes are used. This includes review, evaluation and processing to appropriate persons for approval/disapproval providing all necessary information. Forward to Regional Director/Deputy Secretary for approvals. Process graduate tuition reimbursement requests and PE/PG review course reimbursement requests assuring that all required documents have been submitted and required grade level has been achieved. Check current reimbursement rates. Type General Invoice and enter appropriate SAP coding. Review and approve request. Forward to fiscal office for payment. If employee does not have an SAP vendor number, work with employees to have a vendor number issued. Maintain all training information in the Learning Solution (LSO) Learning Management System and attend training coordinator/assistant training coordinator meetings in Central Office. Train new employees on the use of LSO. Reviews training plans for new employees in trainee classifications. Tracks training plans to ensure signed training plans have been submitted for new hires. Maintain training records for regional staff and prepare reports as requested. Assist staff with regional training events. This includes preparing the training announcement, creating training materials including Power Point presentations and assisting with the training presentation. Provide regional staff with information on upcoming training events, input names to rosters and waiting lists. Send notification to new employees regarding completion of mandatory computer-based training courses including mandatory NIMS (National Incident Management System). Determine which new employees are required to complete the mandatory Defensive Driving training. Add names to rosters for mandatory training and track completion. Work with regional Environmental Emergency Response Coordinator to schedule all required employees for annual “Right to Know-Chemicals in the Workplace” mandatory annual training. Pay and Time Track due dates for Emergency Response Team payments. Prepare payment memo for manager’s signature. Submit ePAR for payment. Train new employees on the use of ESS for Travel Management. Assist employees with questions or problems they encounter with requests for travel expense reimbursements. Research and solve problems regarding travel expense reimbursement requests that have not been paid. Assist employees with determining appropriate per diem rates. Work with supervisors to submit requests for approval of Temporary Working Out of Class (TWOC) assignments. Input TWOC pay bi-weekly based on approvals and policy. Review payroll error report on SAP and make any corrections that are needed prior to payroll processing deadlines. Ensure the overtime approval form is completed for employees who will be paid for overtime. Check for completeness, accuracy and the required signatures. Review overtime input by regional timekeeper and correct errors prior to payroll processing deadlines. Calculate overtime based on hours of work, Personnel Rules, Department policy and applicable union agreements. Responsible for making sure that overtime hours are entered into SAP by payroll deadline. Train regional timekeeper. Track and verify that wage employees and interns are paid for hours worked. Track submittal of CATS forms by wage employees and verify that hours worked are input within required time frames for payroll deadline and appropriate work codes are used. Explain leave entitlements to new employees. Provide policy guidance to supervisors and employees regarding leave usage. Assist employees with any forms they need to submit for the approval of certain leave types such as Sick Leave Without Pay, extensions of Sick Family Leave, etc. Explain need for supporting documentation for special leave circumstances, i.e., sick leave of three (3) or more days, jury duty, military leave, etc. Monitor the use of Civil Leave, Administrative Leave, Educational Leave to confirm that proper documentation for the use of these leave types has been submitted. Contact SPF Leave Coordinator when employees begin or return from long-term leave without pay. Provide all required documents. Assist new employees with the use of Employee Self Service and assist employees with problems associated with entering leave, viewing leave quotas, viewing pay statements, and problems they encounter while entering travel expense reimbursement requests. Research problems associated with workflow in Employee Self Service. Submit ePARs to update SAP roles as necessary to correct problems with workflow. Track receipt of quarterly work schedules for the region. Oversee Management Alternate Work Schedule program in the region. Review management alternate work schedule requests for compliance with policy. Review quarterly work schedules and ensure compliance with the Department’s policy and procedures and the signed Alternate Work Schedule Agreement. Determine work schedule rule and input work schedule changes into SAP. Receive PE, PG, EIT certificates. Review and submit ePAR for licensure incentive payments. Provide information to employees regarding compensatory time earned and used in accordance with established policies and procedures. Maintain records on holiday leave earned and used in accordance with established policies and union agreements. Submit requests to have holiday leave removed from leave quota if needed. Building Security and Maintenance Montgomery County Parking Garages – Issue parking garage cards to new employees. Maintain a record of vehicles parked in the Main Street and Cherry Street garages. Work with Montgomery County staff to resolve issues with parking garage, request replacement cards for garage cards that have been lost or malfunction. Assist business manager with troubleshooting building alarms and building maintenance issues. Contact property manager as necessary to report and coordinate building repairs. Create building access cards utilizing the building security software. Issue new cards for new employees and replacement cards for cards that are lost or damaged. Deactivate cards promptly that have been lost. Run reports using the building security software. Employee Performance Reviews, Performance Standards and Position Descriptions Employee Performance Review Coordinator for Southeast Region. Track annual and probationary Employee Performance Reviews (EPR’s) for the region. Send out notifications when EPR’s are due. Receive, input and prepare reports for regional director, program managers and supervisors on status of Employee Performance Reviews. Maintain a regional EPR tracking system for EPR due dates. Track status, prepares notification to appropriate supervisor/manager on overdue reviews. Review all regional EPR’s for completeness, accurate rating period dates, required comments under each job factor, and progress review dates. Track Performance Standards for all employees in the region. Maintain a tracking system to ensure that signed performance standards have been submitted annually for all employees. Ensure all new employees in probationary status have signed performance standards in place. Track Position Descriptions for all employees in the region. Track position description to ensure that each employee has a current active position description. Ensures all new employees have signed their initial position description. Work Related Injuries Assist supervisors with Workers’ Compensation input. Input Workers’ Compensation claims for injured employees when the supervisor is not available. Provide list of Panel Physicians, Employee Duty Status Report and schedule initial medical appointment with Panel Physician. Explain leave usage as it relates to a work-related injury. Send notification to supervisor regarding all Workers’ Compensation documents that must be completed. Track receipt of Employee Duty Status Report and other Workers’ Compensation documents. Activate Key Scripts prescription card for work related injuries that require medical attention. Analyze work related injuries, providing information and recommendations on unsafe conditions to the Regional Business Manager and to the Regional Safety Coordinator. Labor Relations Maintain regional labor relations files. Participate in all Pre-Disciplinary Conferences held in the Southeast Region giving guidance to supervisors relating to proper procedures. Take notes at PDC's and forwards PDC notes and supervisor's recommendation for any disciplinary action to Labor Relations staff in Central Office, if needed, for approval. Works as a liaison between Central Office staff and regional staff. Assist supervisors with the creation and implementation of Performance Improvement Plans. Research training events that will support an employee’s performance improvement. Miscellaneous Medical Benefits Document Verifier – View original documents for employees requesting to add dependents to their health insurance benefits. Review each document to confirm that appropriate documents (birth certificates, social security cards, marriage licenses, etc.) have been presented for each dependent. Verify that original documents have been presented. Maintain and update organization charts for the Southeast Regional Office. Organize and schedule presentations in the regional office regarding Deferred Compensation, State Employee Retirement System, PSECU, Tuition Account Program, Get Healthy, Take Your Children to Work Day, etc. Determine eligibility of employees for Regional Longevity Awards. Work with Regional Business Manager on creation of award certificates and scheduling regional awards meeting. Maintain personnel database and evacuation zone listings to be utilized in the event of an emergency. Member of Evacuation Committee. Attend regular meetings of the Evacuation Committee in order to determine the effectiveness of evacuations conducted in the region. Work with the Fire Marshall and Norristown Police to ensure region is following procedures and regulations. Coordinate SECA campaign for the Southeast Region. Performs full range of supervisory duties as well as ensuring that the front desk is fully covered in times of absence of the CA2 that serves as the front desk receptionist. This position description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by their supervisor. 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. |
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. Broad goals and objectives to be accomplished by unit or specific projects to be accomplished are identified. Majority of work is performed with considerable independence. Performance of employee is reviewed during regular meetings with 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. 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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