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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00203666 |
Description Activated On: 4/17/2025 4:27:43 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. Employee in this position may be required to work weekends, holidays, and varying shifts as 7-day/week park operations dictate. This position is responsible for managing a wide variety of administrative activities and services to assist in the overall operation and management of Hickory Run State Park Complex, which includes Lehigh Gorge and Nescopeck State Parks. The employee performs a wide variety of multi-functional administrative tasks dealing with park operational requirements, human resources, procurement, budgeting, and training of employees. Employee is responsible for relieving the Park Operations Manager and two Assistant Park Managers of a wide variety of administrative details. Employee understands various rules and regulations, etc., and makes decisions regarding how they apply to the park administrative functions, park visitors, and employees. Employee functions as the lead worker of the park’s clerical staff. Establishes work objectives, plans, organizes, assigns work, monitors and reviews work assignments. Assists in the preparation and posting of work schedules to insure that adequate staffing support is maintained. |
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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. Studies and analyzes administrative operations and problems, prepares detailed and comprehensive reports of findings and recommendations, and assists in implementing procedural policy changes. Performs public contact work in gathering information, resolving complaints, engendering support, and providing information. Acts as a lead worker for clerical employees. Assists Park Operations Manager, Assistant Park Managers, and Regional Administrative Officer in the administration of agency programs. Prepares recommendations and justifications for changes in policies and procedures for the Park Complex, budget requests, personnel actions, and management and office service activities. Prepares budget estimates and other fiscal and statistical reports, and monitors budget expenditures. Insures adherence to administrative standards through maintenance of control systems. Reviews correspondence, news sources, technical literature, and departmental activities, and informs Park Managers of significant developments or problems. Collects, interprets, analyzes, and summarizes information to be used as a basis for executive action. PROCUREMENT Performs as the purchasing agent for the park. Interprets, and applies field purchasing policies and procedures as they apply to procurement. Determines the correct method of purchasing through use of DGS statewide contract, e-marketplace website, competitive bidding procedures, or local purchases. Makes purchases through the issuance of a purchase order or by telephone, fax, internet, or in person. Reviews and approves purchasing procedure requirements for requests received from other employees to purchase commodities/services to ensure compliance with applicable purchasing regulations. Prepares and solicits bidding documents. Receives and reviews bids for conformity to specifications and determines the lowest responsible bidder. Must be knowledgeable of the various guidelines pertaining to contractor responsibility, reciprocal limitations, etc. Prepares purchase orders via SAP and/or SRM as appropriate, and issues to vendors. Makes changes to purchase orders as needed. Processes goods receipts in SAP/SRM and investigates and reconciles any discrepancies between the purchase order, the goods receipt, and the vendor invoice. Determines needs and utilizes the SRM punch-out catalog functionality to prepare shopping carts for orders from DGS Warehouse, Correctional Industries, UniqueSource, etc. Administers the Procurement Card Program as it relates to Hickory Run State Park Complex. Reviews all invoices for accuracy and conformity to guidelines. Uses the US Bank Access website to reallocate expenditures to appropriate funds, cost centers, and general ledger accounts. Reconciles monthly purchasing card statements. Enters all encumbrances and expenditures into the Bureau of State Parks Fiscal Management Program. Administers and monitors assorted service contracts and miscellaneous encumbrances for increase or liquidation. HUMAN RESOURCES Requests and administers Civil Service Lists of eligible candidates for seasonal hiring. Determines interview pool from Region issued Availability Surveys using the rules of the State Civil Service Commission. Schedules interviews and prospective employees; canvasses, annotates and prepares Civil Service Lists to be returned for closure. Completes all required forms involved in the hiring/appointment process of new employees. Administers the wage complement for Hickory Run State Park Complex – makes recommendations to Park Operations Manager on increase, change, or decrease in hours based on the annual budget. Administers the park’s Workmen’s Compensation program. Answers inquiries from individuals about employment opportunities. Tracks regular hours worked by seasonal employees to determine when pay increments/increases are due. Ensures that all items required to be scanned into employee’s personnel file are forwarded to Region for processing. Interprets travel regulations and administers the preparation and submission of expense reports, receipts, etc. Administers the completion of return of employment verification forms and unemployment compensation claim forms. Distributes Employee Performance Reports to appropriate supervisors for action and distributes finished copies to the Regional Office. Researches through archived personnel files and payroll records for information regarding former employees as requested. Prepares and posts seasonal work schedules for office clerical personnel, and reviews all park schedules to assure compliance with union contracts and personnel rules and policies for Park Operations Manager to review and approve. TIMEKEEPING Performs the timekeeping function at Hickory Run State Park Complex. Reviews the timekeeping input and ensures timely and correct entry of working times, schedules, substitutions, employee absences, leave requests, and the correct payment and coding of overtime and time differentials in accordance with the appropriate labor agreement and established personnel rules. Maintains a log of employee compensatory and holiday quota earnings and ensures timely use or payout of these leave types. Processes payroll error reports to ensure errors are corrected timely prior to payroll processing. Researches and provides feedback to employees and supervisors questioning payroll. Submits request to Regional Office to remap employees to appropriate work schedules in SAP as necessary. REVENUE Oversees the revenue collection and accounting process using the Active Works Reservation/Revenue System. Processes revenue in accordance the BSP, Cash Management Directive, and established policies and procedures. Administers/completes the reconciliation of the monthly bank statement and prepares the required reports for the Park Operation Manager’s signature. OTHER DUTIES Performs office coverage during the shoulder seasons and at other times when wage staff is not available. This includes greeting and serving visitors of the park, answering telephone calls, providing information on the park, local attractions, registering campers, collecting revenue and issuing receipts for camping, cabins, and launch permits. Receives and takes the appropriate steps to rectify complaints, either alone, or by routing the complaint to the appropriate supervisory staff. Responsible for maintaining the main park email account. Replies to and forwards public inquiries and internal correspondence sent via e-mail. Oversees and/or enters mileage and usage data for all vehicles assigned to Hickory Run State Park Complex and submits all necessary reports. Maintains all hard and electronic park records and files; purges files in accordance with Departmental records retention schedules. Assists with the purchasing and maintenance of the inventory for all items sold through the park enterprise program. Assists with donations made to the park through the Pennsylvania Parks and Forest Foundation and is responsible for tracking expenditures associated with the donations. Composes various letters, memos, and reports for Park Operation Manager’s signatures as operational needs dictate. Prepares correspondence of a routine or unusual nature. Composes various letters and memos under own signature for administrative functions such as purchasing and special event planning, etc. Operates and monitors the park’s base radio located in the park office and maintains communications with park units as appropriate. Schedules radio service in accordance with established process and current radio contract. Assists with the administration and processing of all Special Activities Agreements and Letters of Authorization for special events held on park grounds. Coordinates said events with sponsors and refers problem activities and new events to Park Manager for review. Refers special needs of groups/organizations to appropriate Park Manager/Park Maintenance Supervisor for review and implementation. Serves as the computer coordinator for park computer functions. Installs new and updated software as needed. Provides guidance and training to other employees. Makes recommendation concerning future purchases of equipment. Performs related job duties as required. This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. |
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. Interprets and applies statewide Park and Department administrative rules, regulations, policies, and procedures to make decisions affecting administrative functions and operations of Hickory Run State Park Complex. Reviews, develops, and recommends changes, additions, and deletions to administrative rules, regulations, policies, procedures, and program standards for consideration by the Bureau and Department as they apply to Hickory Run State Park Complex. |
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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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