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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00122698 |
Description Activated On: 4/15/2026 8:37:22 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 reports to the Director of Office Services. This position handles the administrative support and project management needs for the office, is highly independent, and will make decisions on processing of documents. The incumbent in this position must possess knowledge of Commonwealth purchasing and budgeting procedures. Collects, analyzes and interprets financial and budgetary data by utilizing databases, spreadsheets and reports in developing and implementing the bureau budget. A high degree of professionalism and confidentiality will be required to be successful in this position. |
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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. Assists the Bureau by maintaining effective relationships with department staff, other agencies and vendors to ensure cooperation within the Bureau and the agency. Reviews all policies and operational procedures to ensure effective operations and resolve any problems. Tracks schedules and tasks assigned by the director and division chiefs. Alerts the director and division chief when issues arise. Proactively maintains status of all vacancies and impending retirements within the organizational chart along with supporting DEP HR Liaison with interview scheduling. Reviews project documentation such as specifications, budget estimates, contracts and change orders for cost effectiveness and adherence to contract provisions. Evaluates the scope, budget, schedule and cost effectiveness of projects and alerts the director and division chiefs of any discrepancies. Participates in review meetings with program staff, other agencies and vendors to discuss project needs and status. Ensures timeliness and accuracy of projects and documents. Monitors project activities to ensure deadlines are being met. Assists the director in developing and monitoring the bureau’s budget. Throughout the fiscal year, reviews open encumbrances and works with appropriate Division to ensure they will be brought to conclusion in accordance with Commonwealth guidance. Schedules meetings on behalf of the director. Gathers necessary background information so staff are prepared for meetings. Responsible for making all travel arrangements for the Bureau Director as other staff as necessary. This includes requests for travel reservations and completion of travel expense reports. Prepares documents and spreadsheets to assist the Director with ongoing projects. Compiles the Bureau’s weekly report information and submits it to the Deputy Secretary’s Office in a timely manner. Studies and analyzes operational procedures as necessary and maintains a library/ list of policies and memorandums critical for all BOS operations. Serves as back-up timekeeper for the Bureau. Serves as back-up administrator for the Department’s badging needs. Opens and distributes mail for the bureau. Serves as the bureau training coordinator. Travel as necessary to meet with regional staff. 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 position description in no way states or implies that these are the only duties to be performed by the employee occupying this position. The employee will be required to follow any job-related instructions and to perform any other job-related duties as requested by the 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. This is highly independent work performed with minimal supervision. Work is reviewed through meetings, document review and observation of timely results. Projects can be assigned by the bureau director and division chiefs. |
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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. Class C Driver's License 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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