|
Commonwealth of Pennsylvania |
|
|
POSITION DESCRIPTION FOR JOB POSTING |
|
|
Position Number: 00128056 |
Description Activated On: 9/3/2026 9:52:33 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. Provides administrative/clerical support for the Air Quality Program, which includes Program Manager, Chiefs, and technical/field staff in the Pittsburgh office. |
|
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. Duties for the Air Quality Program include: Conducts the clerical review of incoming applications, including verifying each submittal to determine if it is acceptable with regard to completeness, format and accuracy. Also, verifying that attachments noted in application and proof of notification of municipalities (Act 14) and processing fee are included and correct. Notifies company officials of any oversights and/or discrepancies. Logs and dates application when received. Assigns application a permit number and, if new company, a case file number. Inputs all pertinent information into e-FACTS, updates Access database and forwards application to Permit Chief for review. Handles all phone and written requests on status of applications. Assists in reviewing for completeness, logging into Access, and forwarding to appropriate Section Chief for review, the Request for Determination of Requirement for Plan Approval/Operating Permit applications. If source is not exempt, sends company appropriate application forms, permit fee regulations, Act 14, instructions, Air Quality regulations, etc. After the Public Comment period is over and Plan Approval or Operating Permit is issued: updates eFACTS and Access, submits Plan Approval or Operating Permit to Regional Air Quality Manager for signature, generates cover letter, binds permit with comb binding machine, mails permit to company and distributes copies of permit and supporting documentation to necessary parties. Types PA Bulletin information and sends through LAN to Central Office. Reviews weekly PA Bulletin, copies, highlights and files Air Quality actions posted in PA Bulletin. Reviews compliance history certification forms, updates Access database and forwards to Operations Chief for review. On receipt of check, enters data into e-FACTS and reviews to verify that it is properly signed and made out to the Clean Air Fund in correct amount. Responsible for ensuring monies are received and processed, and companies contacted if there are any problems. Generates courtesy letters and invoices at the beginning of each month for companies whose annual administrative fee is due. Tracks fee payments as they are received. Generates annual Title V Emissions Fee letters every July, generates transmittal forms from AIMS and mails to companies. Tracks emissions fee payments and completed transmittal forms as they come in. Generates courtesy letters at the beginning of each month notifying companies that need to apply to extend their Plan Apprvoal or to renew their General Permit. Tracks extension and renewal applications upon receipt and notifies companies when necessary to submit their applications before the deadline. Generates Annual Emissions inventory cover letters every January for companies that submit a hard copy Annual Emissions Inventory. Mails to companies, along with forms delivered from Harrisburg. Types letters, memos and forms. Proofreads memos, letters and reports for Air Quality Regional Manager. Answers phones, takes messages and directs calls for Air Quality office. This includes providing general information on program and activities. Complaint calls are frequently received directly in Air Quality, Program Support. When this is the case, the complaint is taken and written up on the Complaint Information Form, forwarded to the inspector for action and a copy of the Complaint Information Form is given to the Service Representative. Assists in updating and maintenance of the Air Quality permit database systems currently utilized in the Air Quality Program to track receipt of applications, processing and issuance of Plan Approvals and Operating Permits. Generates pre-populated applications from eFACTS when appropriate. Serves as liaison between the Air Quality Program and Central files. Gathers responsive documents/files for Right to Know Law Requests and informal file reviews. Supplies copies of Air Quality permit forms, instructions and regulations to the public upon request. On receipt of Asbestos Notification forms, directs to technical person responsible for asbestos program. Prepares Asbestos Enforcement Program files for shipment to the State Records Center in Harrisburg as needed (about once per year). Opens, date stamps and distributes incoming mail when needed. Prepares outgoing mail, which includes addressing certified cards, wrapping packages, directing mail to proper district and central offices. Responsible for processing program authorizations into the eFACTS system. Includes querying the system for duplicate records, making revisions to existing data when necessary, and creation of new records when warranted. Responsible for processing program authorizations into local Air Quality Access database. Orders office supplies when needed and maintains adequate supply. Maintains copy machine and printer in Air Quality Program area. Orders toner from supplier when needed. Operates office machines: PC, copy machines, DYMO Label Maker and comb binding machine. Backs up other program support as necessary. 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 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. 1. Promotes and exemplifies the Department’s Mission, Vision, and Values in all aspects of work performance and professional conduct. 2. 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. 3. 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. 4. Complies with all applicable laws, regulations, policies, procedures, guidance, and training requirements related to assigned duties and DEP electronic data systems. 5. 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. 6. 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. |
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. Carries out routine duties required to support program. An example would be researches database for status of permit applications when requested by public or staff. Responds to requester with information, or refers requester to tech staff when tech question needs response. Specific assignments outside or routine tasks are assigned and reviewed by supervisor. |
||||||||||||||||||||
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. |
||||||||||||||||||||
Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
|