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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00182199 |
Description Activated On: 1/26/2026 11:41:33 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. This position in the DEP-Northeast Regional Office is responsible for all aspects of the administrative/clerical support function provided to the Regional Director, the Assistant Director, the Environmental Emergency Response Manager, Environmental Emergency Response Coordinators, the Regional Communications Manager, the Local Government Liaison and the Environmental Justice Environmental Community Relations Specialist. This requires a thorough knowledge of the Department’s Programs and functions, complex environmental issues and how the Department programs affect the public and the regulated community. |
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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. Independent decision-making is exercised by this position in the performance of this work. A high degree of accuracy and attention to detail are essential. Controls and maintains the Regional Director’s schedule. This includes daily assessment, monitoring and set up of meetings, appointments, conferences, etc. Prepares agenda and assembles necessary material. Prepares and updates itinerary of Director, his staff and Program Managers schedules for Regional and Central Office. Screen, route, and independently handle all calls and visitors to the Director’s Office. Determines appropriate action and handling of calls. Provides Director with information regarding caller, topic and status. Determines priority and sensitivity of calls from legislators, municipal officials, citizens’ groups and refers to appropriate Program in Director’s absence. Briefs Director upon his return to the office. Assess workload to ensure priorities and time sensitive issues are handled appropriately and timely. Network with Program Managers and their staff on a variety of issues. Coordinates activities of the Director and his staff with regional Programs. Communicates with public officials, local government contacts, citizens groups, etc., regarding inquiries and requests. Assists in the collection and distribution of information. Provides research assistance, as required. Determines the appropriate handling of 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. Reviews documents to determine appropriate Program to generate response. Routes to Programs with instructions on type of answer required, appropriate signatures needed, due dates to be met, and copies needed. Responsible for processing, logging and updating all logged correspondence in the Correspondence Tracking System (CTS). Determines the appropriate handling of correspondence addressed to the Regional Director received locally. This includes tracking as internal log letters for the Director or Program Manager’s signature, referral to appropriate Program for completion of response, and follow-up to ensure timely response. Assists the Regional Director proof reading and coordinating responses to the Secretary’s office for project specific briefs and budget briefings. Acts as point of contact for all program staff on weekly items to be submitted for the Secretary’s and Governors report and is the lead worker to upload those weekly items each week. Maintains logs of Requests for Legal Assistance, Major Action Advisories, Log Letters and various briefs. Notes the deadlines for all major actions required by the Regional Director by Executive Staff and informs the Regional Director as deadlines are approaching. Proofread letters for signature of Regional Director, Deputy Secretary, Secretary and other executive personnel, including the Governor’s Office. Upon completion of obligation, ensure proper distribution. Uploads correspondence to OnBase using appropriate coding for retrieval. Draft letters, memos, Excel spreadsheets, etc., for Regional Director. As necessary, signs approved correspondence in his absence. Responds to requests received by the Director and his staff. Determines appropriate information or material to be provided in response to the request. Independently replies to inquiries of a non-technical nature from outside agencies, legislators, government, industry professionals and members of the general public. Provides Program Support personnel with guidelines on requirements for correspondence prepared for Regional Director, Deputy Secretary, Secretary and other executive staff. Coordinates the processing of Legislative Inquiry Forms completed in the Region. These forms are completed by managers, supervisors and technical staff upon contact by legislators and are forwarded to Central Office Field Operations and Public Liaison Office, Harrisburg. Conducts completeness reviews and proofreads all documents prior to their processing. Responsible for updating the Regional Continuity of Operation Plan (COOP). Responsible for gathering all information/changes, and compiling sets of changes for input and researches and follows up for changes. Director's Office is notified of updates and provided with same. Maintains a working knowledge of the files and responsible for maintaining and adding to current system of electronic filing for the Directors office on the network server. Performs monthly AED checks on 2nd, 3rd, 4th and 5th floors of DEP, Wilkes-Barre and completes AED check form and forwards to Harrisburg. Types and/or creates letters, memos and forms, Excel spreadsheets, etc. for e-mail distribution for Regional Director and staff. Uploads correspondence and files to OnBase utilizing appropriate coding for retrieval for the Regional Director and Assistant Regional Director. Responsible for the preparation, for signature by Assistant Regional Director, Finding of No Significant Impact (FONSI) or comment/objection letters for US Department of Housing and Urban Development (HUD) improvements, renovations, and community development block grant (CDBG) projects when received from the Local Public Housing Authorities (PHAs) or similar requests directly from HUD, PHAs, CDBG grant recipients, school districts, and from the Department of Education via DEP Central Office. In charge of maintaining automotive maintenance records for the Director’s State Vehicle and responsible for scheduling, delivery and pickup of vehicle for repairs, regular service maintenances and inspections. Process Monthly Automotive Activity Report for the Director and his staff. Reviews and processes all incoming/outgoing mail for the Director and staff. This includes separating priority items for Director’s immediate attention. Also includes reviewing documents, summarizing material to allow Regional Director to handle workload more efficiently. Independently handles priority items on technical nature in absence of the Director. Prepares outgoing mail for the Director and his staff, which includes addressing certified mail, wrapping packages, and directs mail to proper District and Central Offices. Attends meetings, seminars, training and conferences, as necessary. Takes notes at Program Managers’ meetings for the Director, and at other meetings and tracks follow-up/action items, as necessary. Maintains confidentiality in all assignments. Maintains and provides updated contact information for the director as needed. Keeps the Director informed of all problems, issues or situations which might become an imminent health hazard, initiate active controversy, embarrass the Department, or cause a significant change in staff or cost of operations. As needed, assists the Business Office/Records Management: prepares files and completes start sheets for scanning into the DEP’s OnBase Document Management System; operates the scanner to upload documents into the DEP’s OnBase Document Management System; and approves files scanned into OnBase using the QA processes to ensure keywords match the document. 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. Promotes the Department’s Mission. 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 the Director. |
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. Supervision is general with projects and/or assignments assigned by Regional Director. Generally routine work is done independently. A great degree of latitude is granted to this position to work within standards for operation, policy and procedures. Plans, problems, and accomplishments are discussed with Regional Director. Regular meetings with Regional Director provide a forum for discussion of work, progress, priorities, etc. Special assignments given by the Regional Director are usually accompanied by general guidelines and objectives are reviewed upon completion. When required, specific instructions and/or training is given to carry out assignments. Otherwise, work is assigned through general direction and instructions. Tasks are completed with a considerable degree of independence. Work is reviewed in terms of overall effectiveness, efficiency, and fulfillment of objectives and responsibilities. |
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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. Class C Driver's License 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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