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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00130272 |
Description Activated On: 9/21/2026 9:55:02 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 for program support in the Southcentral Regional Office. This position supervises a staff of employees on a permanent basis. Program support is provided by clerical staff to the Director's Office, Assistant Director’s Office, Emergency Response Program, Community Relations Coordinator, Radiation Protection Program, Safe Drinking Water Program, Waste Management Program, as well as the district offices. |
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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. As a supervisor, prepares objectives and performance standards; evaluates employee performance and prepares and signs the Employee Performance Review; interviews and selects staff; approves or disapproves requests for leave; receives and resolves or recommends solutions to grievances and complaints; initiates disciplinary action as required. Supervises clerks responsible for providing clerical support to Waste Management, Safe Drinking Water, CRC, Emergency Response, and Radiation Protection Program staff in the Southcentral Regional Office, including staff with a variety of types of schedules such as telework and Alternative Work Schedules. Supervises clerks responsible for providing clerical support in the district offices. Directs the overall activities of program support on the third floor to ensure effective and efficient procedures are demonstrated by the clerical staff. Identifies and implements any necessary changes in work assignments. Conducts periodic clerical meetings to update clerical support on administrative changes, and to allow for the sharing of ideas, suggestions for improvements, complaints and recommendations. Provides training and training opportunities to aid employee efficiency. Resolves operational problems with program staff when necessary. Assigns the work of any staff who is absent from the office in order to provide the programs with clerical support. On an as-needed basis, provides back-up service to clerical supervisors in the Southcentral Region. This position is responsible for all aspects of the clerical support function provided to the Regional Director and Assistant Regional Director. This requires a thorough knowledge of the Department’s programs and functions, complex environmental issues and how the Departmental programs affect the public and the regulated community. Independent decision-making is exercised by this position in the performance of this work. Very little review is required for the assignments of this position. The only exception being any operational or procedural changes which would be reviewed with the Director prior to their implementation. Controls and maintains the Regional Director’s schedule. This includes daily assessment and monitoring of meetings, appointments, and conferences to identify and arrange for necessary transportation, parking passes, and other logistical needs. Creates meeting folders containing appropriate briefing material, directions, and other supporting information. Makes travel arrangements for the Regional Director and Assistant Regional Director. This includes making airline/hotel reservations, obtaining directions, and coordinating all other travel details. Screens telephone calls and visitors to the Director’s Office. Determines appropriate action and handling of calls. Provides Director with information regarding calls. Determines priority and sensitivity of calls from legislators, municipal officials, and citizens and refers to appropriate program in Director’s absence. Briefs Director upon their return to the office. Assesses workload to ensure priorities and time sensitive issues are handled appropriately and in a timely manner. Transmits electronic mail messages at the Regional Director’s request. Authors draft letters and memos for Regional Director and Assistant Regional Director, as requested. Networks closely with Program Managers and their staff on a variety of issues. Coordinates activities of the Director and Assistant Regional Director with regional programs. Communicates with public officials, local government contacts, and citizens groups regarding inquiries and requests. Coordinates with the CRC's and/or LGL's in the preparation of briefing packages for the Regional Director and Assistant Regional Director related to speaking engagements, major meetings, and other special events. Determines the appropriate handling of the Secretary’s Correspondence Tracking System Log Letters received in the Region. This includes direct replies, replies for the Deputy Secretary and Secretary as well as for the Governor’s signature. Upon determination, refers to appropriate program for completion of response. Responsible for input and processing of all logged correspondence in the tracking system. Determines the appropriate handling of correspondence addressed to the Regional Director and Assistant Regional Director received locally. This includes tracking as internal log letters for the Director’s, Assistant Director’s or Program Manager’s signature, referral to appropriate program for completion of response, and follow-up to ensure timely response. Determines the appropriate handling of Web inquiries received in the region. This includes proper routing to the appropriate program and ensuring completion by the assigned due date. Responds to requests received by the Director and Assistant Director. Determines appropriate information or material to be provided in response to the request. Develops and evaluates existing policies and procedures for clerical processes used by the Director’s Office and makes recommendations to the Director for updates and changes. Reviews and processes incoming and outgoing mail for the Director and Assistant Director. Enters Travel Expense Reports for the Director and the Assistant Regional Director. At the request of the Regional Director or Assistant Regional Director, attends meetings and makes note of items requiring follow-up by Regional Director or Assistant Regional Director. Communicates with program managers and supervisors when changes occur or problems arise. In the absence of the SCRO Service Representative, receives requests for environmental reviews from the Office of Policy, school districts, other Commonwealth agencies, and local municipalities; summarizes details of requests and assigns to appropriate program personnel for comment; coordinates program responses, composes and prepares letter of response for Assistant Director's signature; and develops and maintains tracking system to ensure response on a timely basis. Serves as back-up to the SCRO Service Representative. This involves discussing concerns with constituents who call into the office to voice a concern or complaint that may require investigation. All information is recorded and entered into the Complaint Tracking System and the appropriate staff is assigned for response. Also completes the Regional Weekly Report as needed. Conducts completeness reviews and proofreads documents prepared for the Regional Director’s signature. Ensures that documents conform to DEP Correspondence guidelines. Schedules conference calls and reserves meeting rooms for Regional Director and Assistant Regional Director as needed. Arranges Teams meetings on behalf of the Regional Director or Assistant Regional Director. Maintains and updates two centrally located employee recognition bulletin boards, and coordinates with district offices to update their recognition boards. Schedules interviews for Regional Director and Assistant Regional Director. Assembles packets with information regarding each applicant. Maintains case and general files for the Regional Director and Assistant Regional Director. Performs typing of needed documents for the Regional Director and Assistant Regional Director. Serves as back-up router of OnBase public uploads to appropriate staff. Maintains confidentiality in all assignments. Promote the four pillars of the DEP Vision - Operational Excellence, Climate Leadership, Cultural Competence and Environmental Justice. 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 description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employee 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. Considerable latitude is exercised by the employee in decisions regarding clerical support. New procedures are discussed with 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. 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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