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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00128245 |
Description Activated On: 6/9/2026 2:00:14 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, assigned to the Southcentral Regional Office, serves as one of two CT2s for the Waterways & Wetlands Program. Assignments require employee be familiar with the general functions/requirements of the Program. |
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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. 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. Provides clerical support for the Waterways & Wetland Program and other areas of the Southcentral Regional Office as assigned. Performs intake procedures for incoming permit applications, most of which are received via the OnBase system. Logs incoming permit applications in the appropriate Permit Log. Performs data entry of all Program permit applications in the eFACTS database. This involves creating client, site, facility/sub-facility and project records, and completing entry required to issue permits. Related fees are also entered in the eFACTS database. Processes permit fees in accordance with regional Check Processing Procedure. Processes permit fee refunds by filling out the appropriate form. Prepares and issues various administrative letters during the permitting process, such as permit finalization letters, and check return letters. Proofreads outgoing permits and cover letters and mails to permitted entity and then completes the log entry for each permit. Uploads both digital and paper documents to the OnBase system. Also, creates "scan sheets" for the uploading of larger paper copies of documents to the OnBase system. Processes incoming disturbed acreage fees for Chapter 102 Stormwater for Construction permits and submits them for transmittal in accordance with the regional Check Processing Procedure. Compiles information to be submitted to the PA Bulletin for all permits reviewed and issued by Program, inputting the information in the proper format and transmitting to Central Office each week prior to the established deadline. Saves submitted bulletins in the appropriate location for future reference. Verifies that notices have been published. Receives and directs calls for the Program, takes messages and provides information. Greets visitors and gives non-technical assistance when required, and assists with phone coverage for other areas where required. Handles incoming complaint calls in accordance with the regional complaints policy. Types and prints letters, permits, reports, forms, templates and other documents for the Program. Proofreads typed materials to ensure that information is grammatically correct, complete, consistent, and in proper format prior to mailing. Processes incoming and outgoing mail for the Program. Incoming mail includes retrieving date stamping, sorting and distributing mail to staff by the end of each workday, and handling special delivery mail and packages containing checks in accordance with regional policy. Outgoing mail processing includes copying and mailing/distributing correspondence and other items for the Program. Processes compliance checks in accordance with the regional Check Processing Procedure. Prepares Program files for uploading into the OnBase system. Maintains certain documents utilized on a region-wide basis, i.e. municipality and engineer listings. Performs other general clerical duties as required by Program Manager and Section Chief. Assists other programs as needed. Maintains up-to-date desk manual for this position. 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. Job priorities and instructions/procedures are determined with assistance from the Clerical Supervisor, Program Managers and Section Chiefs on an as-needed basis. Specific instructions for new work are given by the program staff. The clerical supervisor monitors work performance by spot-checking and discussions with program staff. |
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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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