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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00122839 |
Description Activated On: 8/3/2026 4:03:16 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 program support position is assigned to Records Management in the Southcentral Regional Office. |
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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 program documents for technical staff (hardcopy and microfiche) in the Southcentral Regional Office. Purges and prepares files according to the Department’s retention schedules. Includes transport and/or lifting of heavy file boxes. Retrieves files on request from professional staff. Operates and maintains machines related to the Records Management Unit; i.e. microfiche reader/printers, printers, copier. Purges and prepares files for scanning. This involves knowledge of retention schedules and proper procedures for completing the task. Responsible for data entry in the Records Management System. This includes the addition, deletion and updating of file information. Assists file review coordinator in retrieval and return of files requested for file reviews. Assists public reviewers on an as-needed basis. Acts as Switchboard operator and receptionist. Screens and routes incoming calls to proper personnel and takes messages. Provide customer assistance to all walk-ins from the outside public and Commonwealth staff. Provides back-up support to the clerical staff in the Southcentral Regional Office. Logs incoming fax documents and incoming hand-delivered and special delivery mail (FedEx, UPS, etc.). Process all incoming mail; sort and place in appropriate program mail bin. Promotes and exemplifies the Department’s Mission, Vision, and Values in all aspects of work performance and professional conduct. Advances DEP’s strategic priorities through collaboration, commitment to data-driven decision-making, delivery of high-quality customer service, and active participation in modernization and continuous improvement initiatives. Inputs, maintains, and updates data in prescribed formats to meet data quality standards established through guidance, training, policy, and procedure across all DEP electronic data systems. Responsibilities include ensuring the accuracy, completeness, consistency, and integrity of all entries, as well as utilizing available system tools and validation processes to minimize duplicate records and data quality issues. Complies with all applicable laws, regulations, policies, procedures, guidance, and training requirements related to assigned duties and DEP electronic data systems. In conjunction with the supervisor, participates in knowledge management and knowledge transfer efforts by identifying key aspects of assigned duties and proactively sharing knowledge with other employees to support continuity of operations and organizational effectiveness. Develops, maintains, and annually updates a comprehensive desk manual documenting essential duties, standard operating procedures, workflows, system processes, key contacts, reference materials, and other critical operational information necessary to support continuity of operations and effective knowledge transfer. Employees are responsible for ensuring desk manuals remain accurate, current, and accessible in accordance with Department requirements. 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. |
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 assigned by the supervisor in a general manner. Much of the work is planned and carried through independently. Supervisor spot-checks the work and holds consultation to discuss priorities and new assignments. |
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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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