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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00122930 |
Description Activated On: 1/26/2026 9:33:20 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 provides a variety clerical support to visitors, the public, customers, employees, and to many program areas in the Moshannon State Forest. Payroll processing, personnel issues and workmen’s compensation are also high priorities, all while helping office visitors, handling telephone calls, and the mail in a busy office setting. Emergency dispatching for wildfires and searches is also a seasonally important duty. This position is very visible to our staff and the public, and therefore it is very important to maintain a friendly and helpful attitude. |
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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. 1. Visitor & Public Services a. Greets and assists visitors coming to the district office in a friendly, helpful and professional manner. b. Dress and groom appropriately for a business casual office environment. c. Answers telephone calls, mail, and district email. Provides non-technical information on DCNR, the Bureau of Forestry, the Moshannon District and other Forest Districts or refer calls to the appropriate individual, forward calls to voice mail as appropriate and records messages as necessary. 2. District Office Support a. Responds to requests for information from employees, supervisors, Personnel Office staff and the Director’s Office. b. Coordinates daily the many shared work duties with a seasonal Clerk Typist 2 c. Maintains due dates and prepares reports as required. d. Maintains correct filing system, files of correspondence, and information and disposition of records in accordance with Commonwealth standards. e. Interpret and follow rules, regulations, policies, and procedures as set forth in the Administrative Manual, Governor’s Directives and Guidelines, Personnel Manual, and Equal Employment Opportunity Guidelines. f. Provides status reports on accomplishment to supervisor on a regular basis. g. Report obstacles to accomplishments that require supervisor’s immediate attention. h. Arrange for and participates in training offered or approved by the Bureau, including Time and Attendance, Computer, Wildfire, etc. i. Serves as district SECA coordinator. j. Assists with maintaining the Vehicle Management System Database, ensure reports are submitted as appropriate, summarize and enter data. k. Operates computer, calculator, copier, fax machine and peripheral equipment. l. Prints, folds, restock and disseminate maps, sale prospectuses and handouts. m. Issues and tracks fuel wood/non-timber forest products; boat launch, boat mooring and motorized campsite permits n. Handles cash and checks accurately and according to district policies. o. Keeps schedule of district building and meeting room usage. p. Function as a trainer when appropriate. 3. Time-keeping Maintains knowledge and expertise in time and attendance keeping activities, including but not limited to: a. Inputs and retrieves data and information relating to time accrued by specialized crews while serving on Out-of-State Fire Detail. This includes determining: Shift differential, shift overlap, insufficient time, holiday time, worked break/lunch, schedule changes (i.e., labor distribution by fire number) b. Monitors OT and wage expenditures and reports problems or discrepancies to supervisors Independently reviews and verifies employees request for overtime as per union agreement and Commonwealth policy. c. Manually calculates attendance hours, determines appropriate attendance codes, and enters the appropriate attendance information into the CATs. d. Clarifies the information contained on the employee's timesheet with the employees supervisor if the employee's timesheet is incorrect or unclear, (e.g., coding, hours, time or attendance type) e. Independently reviews requests for work schedule changes and researches available schedules in the SAP look up tool to determine the appropriate start date. Manually calculates the work schedule rule and submits transaction PA61 to Director’s Office for entry into the SAP system. If the requested schedule is unavailable assists the employee and supervisor with options. f. When necessary determines substitutions of unexpected or periodic changes to individual employee schedules. Enters substitutions into the SAP system via transaction PA61 for individual employees. g. Enters approved leave requests for employees who do not have access to ESS or that are received too late for employee entry. h. View time data screens and run time data reports i. Enters holiday absence hours for employees according to the appropriate union contract. – j. Maintains a list of employees eligible to be paid for holidays and tracks unused days to determine payout or increased holiday quota in accordance with the appropriate union contract. The lists are provided to the Time Advisor as required. k. Runs error reports to determine if discrepancies occur following processing in SAP. l. Researches and calculates leave quota corrections and works with the Director’s Office to resolve complex issues that arise or request policy clarifications. m. Maintains and reviews information relating to Holiday or Compensatory Time Quotas and requests that the Time Advisor complete a Time Quota Compensation Transaction when required. n. Enters and maintains District overtime equalization records; submits reports to management as required. o. Calculates and verifies wages for unemployment compensation claims and submits reports as required. p. Researches issues regarding incorrect pay or leave balances and inform the employee and/or supervisor. This may require a detailed review of overtime and leave forms and SAP input including reconciliation of employee remuneration statements. 4. Personnel Services a. Maintains an accurate and complete Personnel file for each employee. b. Maintains confidentiality in sensitive Personnel information c. Perform personnel operations in SAP Software System. d. Provide interested individuals with state employment information and Civil Service Applications. e. Assists with the assembly and timely submission of Workers Compensation Reports 6. Wildfire Support Services a. Oversee the collection, reporting, and assembly of Wildfire Report and Fire Bill information b. Maintains and updates the district's Fire Resource Plan. c. Assists in maintaining Fire Wardens and Crews data bases. d. Perform dispatcher duties in accordance with the posted schedule during times of fire incidents. e. Utilize Fire Resource Plan. f. Maintains, schedules and tracks district A/V and fire prevention equipment. g. Assists with Smokey Bear programs when requested 7. Miscellaneous a. Assist other program areas and perform other related work as assigned and required. b. Other duties as assigned. |
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. Employee works with considerable independence within standard operating procedures, however, detailed supervisory guidance and review for new or unusual situations and changes in operating procedures and policies. Detailed instructions are usually received from the immediate supervisor on new assignments, procedures, processes, etc.. Oral instructions are received on work of a routine or repetitive nature from immediate supervisor. Work is reviewed during progress and upon completion by supervisor. Meeting regularly with Supervisor to discuss assignments, ideas, training needs, and/or improvements. |
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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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