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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00122674 |
Description Activated On: 4/23/2025 1:07:41 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 serves as a Records Center Clerical Assistant 2 in the Northwest Regional Office. This position maintains records in the form of hard copies, microfiche, aperture cards, maps, and electronic formats in the Records Center and in the Records Management System (RMS) database. This position also provides phone coverage, front door coverage and mail room operation. Understand and promote the four pillars of the DEP Vision - Operational Excellence, Climate Leadership, Cultural Competence and Environmental Justice. 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. |
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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. Maintains alphabetical and numerical filing systems and utilizes the Records Management System (RMS) database. Inputs new files, changes file names, and deletes files in RMS and OnBase (digital) databases. Reviews and proofreads documents to resolve discrepancies/errors. Runs RMS reports for requested files, retrieves files, delivers files, etc. Picks up files returned with OnBase start sheets from staff, date stamps and organizes for scanning/digitizing queue. Prepares documents for conversion from hardcopy files, microfiche, apertures, maps, flash drives and cds to digital format as necessary. Converts records to digital formats. Verifies, edits, deletes, inserts pages, merge and separate other information as needed to digitized records. Assures that RMS files are reflected as digital. Answers incoming telephone calls and routes them to the appropriate programs. Assists visitors, walk-ins and callers. Keeps updated list of on-call Emergency Response Staff and telephone numbers to direct emergency calls. Sells homeowner water bottle kits with sampling instructions to the public for testing private well water. Logs, receipts, and processes water bottle monies. Logs and collects returned water bottles and prepares cooler with ice for collection by courier in a timely manner. Assists with public file reviews, including admitting the reviewer, explaining file review procedures, demonstrating microfiche and copier and flash drive procedures, pulling and returning files, screening files for confidential information, processing copying charges, etc. Sorts and delivers incoming mail and packages to all Programs. Responsible for processing all USPS outgoing mail, including Priority, Certified, etc. Provide guidance to staff as needed regarding shipping procedures/form preparation for UPS shipments. Attends meetings, seminars, training, and conferences as necessary. This position 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. |
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. Administratively resolves any discrepancies regarding the database and new files that are received in the records center. Maintains records according to the Department’s Retention Schedule. Ensures staff adhere to Records Center procedures. Maintains consistency to Regional Policies and Procedures established for each Program. Determines the appropriate procedure to follow when resolving problems. Directs incoming calls and assists visitors by connecting them to the proper person, program or agency. Informs Supervisor/Business Manager of unusual occurrences in the reception area. Ensures adherence to legal requirements that affect the information of the Department. Consults with DEP attorneys for legal advice as required. Reports progress and/or problems to the lead worker as necessary. |
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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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