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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00123028 |
Description Activated On: 3/4/2026 11:05:12 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. Serves as clerical support to the Division of Operations & Recreation with responsibilities to both the Operations and Recreation Section staff. This position reports directly to the Administrative Officer 2 in the Bureau of Forestry. |
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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. Administers, analyzes and coordinates the Division’s records management program. Develops and manages processes and procedures to ensure that all vital records are properly maintained, retained, protected and disposed of in accordance with record retention policy. Independently develops, maintains and manages office files, current and historical databases of important programs, and internal and external contact lists. Administers, analyzes and coordinates the Recreation Agreements in the Forestry Agreement Portal. Coordinates the processing of requests and approvals for renewals, transfers and assignments of leased forest campsites, licenses for rights-of-way, road use agreements, water use agreements and recreation agreements in the Forestry Agreement Portal. This involves reviewing documents to ensure appropriateness of information and signatures, managing the flow of documents through the approval process, logging and maintaining completed documents, and responding to status inquiries from senior staff. Creates and manages invoicing in SAP with field office and with lease, license, and agreement holders. This position assists the AA with entering all agreements for the Division into the agreement tracking system, including ensuring all documents are logged onto the tracking system prior to being submitted for legal review. The position will produce reports as requested relevant to the status of logged agreements up to and including outstanding agreements not yet approved by legal counsel, agreements needing additional information submitted, etc. This position will collaborate with the Division AA on updates and enhancements needed to the agreement tracking system and reports needed/generated. Leased Forest Campsites: Employee prepares and processes all renewals, transfers, and assignments. This involves preparing and processing the lease document, updating SAP records, reviewing, processing, and forwarding payments to the Comptroller, responding to phone inquiries from lease holders, assisting the program specialist, and coordinating the program with the forest districts that do the field work associated with the program. License for Rights-of-Way: Employee maintains existing files. Prepares a cover letter, and forwards license to licensee for signature requesting payment. Processes the license by reviewing signatures and payment for correctness, logging it in and assigning an agreement number to the license. Enters information into SAP (the Comptroller billing system), forwards payment to the Comptroller, prepares routing slip and routes the license for approval. Employee files and forwards copies of executed agreements as appropriate. Initiates and follows through with collections for outstanding payments for billings for Rights-of-Way, leases, and use agreements. Road Use Agreement: Employee maintains existing files, logs new agreements and assigns an agreement number. Reviews performance guarantee and prepares a Transmittal of Revenue and forwards to the Comptroller. Employee prepares routing slip and circulates for execution. Employee files and forwards copies of executed agreements as appropriate. Water Use Agreements: Employee maintains existing files, logs new agreements and assigns an agreement number. Employee prepares routing slip and circulates for execution. Employee files and forwards copies of executed agreements as appropriate. Position also coordinates division vehicles needs such as repairs, inspections, EZ pass requests, mileage logs, fuel receipts, and the calendar for tracking vehicle necessities. Manages a resource account and all inquiries for agreements and an agreements status tracking report. Business Reply Postage: Employee is responsible for maintaining the business-reply postage by receiving mail notices, checking balances, and uploading receipts to teams. Maintains ATV training tracking for youth ATV rider program. Updates contact information for the Division and other duties as assigned by supervisor. Additional duties may be 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. Work is carried out with considerable independence, including data processing, responding to requests for information, providing historical data, creating reports and overseeing retention of historical documents. Decisions are based on knowledge of current policies. Decisions that involve changes to set policies are referred to the supervisor prior to implementation. |
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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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