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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00128227 |
Description Activated On: 8/14/2026 3:04:43 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 provides clerical support to the Environmental Cleanup and Brownfield Redevelopment Program and to the Waste Management Program in the North Central 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. Processes monies collected in the form of fines, penalties, and registration fees. Communicates with sources regarding administrative requirements and data requirements, involving applications for plan approval, initial operating permits and permit renewals. Prepares application packages for mailing and logs receipt of same. Processes and tracks annual operation reports for permitted sites. Processes authorizations (permits), fees and enforcement actions, and environmental covenants into the eFACTS system, querying the system for duplicate records, making revisions to existing data when necessary, and creating new records when warranted, ensuring applications are processed in a timely manner. Follows Standard Operating Procedures for the applicable type of permit. Adds new clients to eFACTs system for all Greenport users in the region. Maintains and updates tracking for Act 2 Reports, acknowledges letters, submits and tracks PA Bulletins and enters them into eFACTS. Maintains and updates tracking for storage-tank remediation reports, acknowledges letters, submits and tracks PA Bulletins and enters them into eFACTS. Updates, tracks and maintains PRP quick-look reports, ensuring the tracking sheets are up-to-date. Tracks, enters and disburses 26Rs to appropriate staff. Performs typing, finalizing, printing and copying of letters and other correspondence as needed for the Environmental Cleanup Program and Waste Management Program to ensure the use of proper grammar, spelling, and conformance with the Department’s Correspondence and Administrative Procedures Handbook and other accepted standards. Scans in all hardcopy documents. Uploads some electronic filing into Onbase for Environmental Cleanup Program and all permits for Waste Management Program. Processes and performs a cursory review of all incoming mail for distribution and awareness of what is received for all sections of both programs. Prepares outgoing mail for both programs. Creates, updates, and electronically submits PA Bulletin Notices (applications, actions or environmental assessments) to Harrisburg weekly and verifies items are published. Responds to Right-to-Know requests and file review requests. Gathers responsive documents and reviews documents for compliance with Right-to-Know and file review exemptions. Provides documents to file review coordinator and/or Office of Chief Counsel. Maintains and orders program office supplies as needed. Screens telephone calls from the general public, consultants, certified inspectors, and DEP staff from other regions and takes messages, handling routine matters and referring calls that cannot be managed through the proper channels. Directs complaints through the complaint management process. Attends Section Chief and Program Manager staff meetings as needed. Provides front-desk receptionist relief coverage as needed. Oversees the Waste Management historical file cleanup including pulling files, distributing, tracking and returning sorted files to record center staff. 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 job 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. The work performed by this position following specific guidelines is partially independent in nature. Specific work assignments come through the Environmental Cleanup Manager as well as from the Waste Management Manager. Work assignments are consistent with duties outlined in job description. Work performance is evaluated by the supervisors, the Environmental Cleanup Program Manager and the Waste Management Manager. |
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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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