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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00165306 |
Description Activated On: 2/24/2026 10:34:47 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. Seasonal position, providing clerical and office support for operations at Kings Gap Environmental Education Center. Responsible for front desk customer service duties (e.g., answering phone calls, managing email correspondence, greeting visitors), providing assistance and information to enhance their experience with the park. Also, provides hospitality services to overnight guests, as well as guests utilizing the park’s conference and training center services. Assists the park’s Administrative Assistant and other staff with a wide variety of clerical tasks. |
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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. COMMUNICATIONS Answers phone calls, responds to routine questions about the park, records and passes messages, and routes telephone calls to the appropriate staff. Operates the park’s base radio to communicate with field personnel during emergencies and non-emergencies. Assists in maintaining information posted for the public. As requested, assists with maintaining information posted publicly on social media or within the park’s webpage. Monitors the park’s general email account, responding to routine questions, forwarding messages to appropriate staff, and printing memos for posting. Receives, stamps, sends, sorts, and distributes postage and packages. AGREEMENTS & CONTRACTS Assists Administrative Assistant with inputting, printing, mailing, processing, distributing, and filing park use agreements and associated paperwork (e.g., Activity Agreements, Letters of Authorization, Commercial Use Licenses). Assists in monitoring agreement timelines for execution, including due dates for required payments and necessary paperwork from agreement sponsors. Processes payments associated with agreements. Brings contract compliance issues to Administrative Assistant's and Center Manager's attention. Communicates details regarding bookings and contracts to agreement holders (and associated vendors) of weddings, meetings, conferences, trainings, and other planned functions/bookings. Communicates and takes payment for bookings. REPORTING Monthly, collects each vehicle’s Monthly Automotive Activity Report mileage sheet and ensures that they are complete. Enters mileage for each vehicle into agency’s database. Upon receiving the mileage sheets, brings noted discrepancies or questions about the mileage reports to the attention of park management. Monthly, logs attendance numbers for the park, in agency’s database. STAFF SUPPORT Assists with training seasonal ranger staff and interns in operations related to the Mansion front office or Education Building front office, including use of the reservation system. Assists the Administrative Assistant in maintaining an inventory of supplies, brochures, park publications, permits, and other inventoried items related to office operations. As needed, assists Park Resource Ranger or Environmental Education Specialist staff in maintaining information boards and other public postings within the park. ADMINISTRATIVE SUPPORT Assists Administrative Assistant with the maintenance of the park’s filing system, the retrieval of e-mail and items from various shared file folders, correspondence, providing employment information, and variety of other tasks as needed. Assists Park Resource Ranger or Environmental Education Specialist staff with taking registrations and maintaining registration records for public programming. RESERVATION SYSTEM Utilizes the Bureau’s online reservation system, maintaining a proficiency with the software by staying aware of updates to the system. Uses online reservation system to create or manage reservations for park facilities, including Mansion overnight accommodations, training/conference spaces, program registrations, the rental pavilion, and the Organized Group Tenting campsite. Will monitor incoming reservations and changes to facility availability, notifying staff in the area of operations affected by the changes. As needed, will make requests to the Bureau's reservation specialists to change the availability of facilities or block specific facilities for the purpose of required facility maintenance, staff trainings, and other park-specific needs. Will communicate issues with the reservation system, specific reservations, or specific customers to the Bureau's reservation specialists. Prints arrival reports for facilities and provides check-in information to rangers, maintenance personnel and Center Manager when needed. Communicates with Center Manager regarding issues, comments, complaints, problems, or foreseeable problems regarding park reservations. Notifies maintenance staff of facility deficiencies or growing/potential issues. Utilizes the online reservation system to receive payments from customers, print receipts, prepare and submit deposits, prepare transmittals of revenue, as well as reconcile revenue received daily and monthly. When reconciling cash drawers, documents and alerts park management to discrepancies. PUBLIC RELATIONS Greets and assists the public at the Mansion Park Office or Education Building front office, as assigned. Successfully utilizes the Bureau’s online reservation system to facilitate reservations and other customer service functions. Presents a professional image to the general public through adherence to the Bureau’s mission, professional language and conduct, uniform appearance, office cleanliness and preparedness, a thorough knowledge of the park and its operations, a confident and helpful demeanor, verbal and telephone skills, and practiced visitor service skills. Provides information and assistance to park visitors, as well as assists in maintaining the clarity of posted information for the visiting public. Maintains proficiency as a public guide by exercising and conveying an adequate knowledge of the Park, as well as park rules and regulations (particularly, of the Mansion and its operations). FRONT OFFICE MANAGEMENT (Mansion and Education Building) Maintains the cleanliness and tidiness of offices, so that they exhibit a professional and welcoming look for the visiting public. Maintains efficient use of reference notes, avoiding clutter in and around workstations. Keeps maps and other hand-out materials stocked and accessible to visitors. Assists in keeping an inventory of maps, hand-out materials, printing paper, printer ink, office supplies, and permits, communicating with the Administrative Assistant when supplies need to be replenished. Assists in maintaining a property log of lost and found articles, communicating with the ranger staff when items are received. Assists in administering park-specific permits (e.g., firewood cutting, metal detecting). Conducts check-in and check-out procedures for overnight guests and other reservation holders. Assists in maintaining an up-to-date calendar of facility bookings and happenings. EMERGENCIES Responds to emergency situations in a manner that’s consistent with park policy, by utilizing the Emergency Manual for Kings Gap Environmental Education Center. Upon notification of an emergency, immediately contacts Park Management, Park Rangers, or 911. During an emergency, may serve as the point of contact or communication conduit between park staff, emergency response entities, or involved visitors, by utilizing the office phone and/or park radio. MISCELLANEOUS This job 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, in order to fulfill the Bureau’s mission. |
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. Identifies reservation and booking conflicts (including staffing deficiencies) that need to be resolved by the EE Center Manager. Identifies inconveniences to reservation holders, that require the attention of the EE Center Manager. Identify issues that need to immediately be communicated as an emergency. |
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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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