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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00212622 |
Description Activated On: 9/16/2025 10:07:18 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. The function of this position is to perform clerical duties in the Records Management Unit. This position is to support the ECB Storage Tanks Section and all other programs within the Southeast Regional Office as needed. This position is assigned to the Records Management Unit with duties to include: Filing, Typing, Scanning, Appointment Desk, Scheduling File Reviews, Mail Services, and other related duties. |
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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. Filing - Records Management System (RMS)and OnBase electronic system. Maintains the regional files for the ECB Storage Tanks program and other programs as needed. Maintains alphabetical and numerical filing systems and utilizes the Records Management System and OnBase electronic system. Runs daily reservation reports and pulls files for regional staff. Prepares all reserved files to be picked up. Files all materials in proper place/file. Inputs new files, changes file names, and deletes files on RMS database verifying hardcopy/electronic status coincide with database input. Reviews and proofreads documents to resolve discrepancies regarding the database and new files. Verifies microfiche sent out to be digitized is returned properly and status updated on RMS database. Scanning – to OnBase as submitted by region with proper format. Scans and prepares ECB Program files, and other program files as needed, for the Electronic Data Management System. Back-Up Appointment Desk Clerk Receives and processes file review request from clients, through Fax, US Postal Services and Email. Types letters and notifies clients with information on available files. Schedules appointments for public review, marks files out and reserves files on the RMS Database System for client review. Pulls files for public review. Screens files for any "confidential information." Answers calls from the public regarding Department procedures for reviewing records. Transfers calls to programs when necessary. Types and sends confirmation letters of all scheduled appointments. Processes all RTKL requests through the RTKL database to assure compliance with state laws, of a 5-day response to request. Notifies programs of potential request, assuring all relevant information is given to Records Management. Greets the public, prepares files for review, and processes all copies and copying charges. Mails paid copies as needed. Handles supply order for public review area. Notifies program for in-day person to assist clients during review with questions regarding files. Back-Up Receptionist Answers all incoming telephone calls and routes them to the appropriate programs. Greets visitors and routes them to the proper staff member for meetings and assistance. Directs callers and visitors to other DEP offices or agencies when necessary. Sorts incoming mail. Processes outgoing USPS mail including Priority, Certified, etc. Provides guidance to staff regarding shipping procedures/form preparation for UPS and Federal Express shipments. Processes incoming and outgoing mail for UPS and Federal Express delivery. Receives checks from clerical staff daily and ensures that all relevant information regarding each check is logged on the receptionist log sheet. Signs the clerical staff log sheet for confirmation of receiving checks. Ensures all checks are properly secured by hand delivering checks to Fiscal by close of business each day. Checks that are hand-delivered to our office are given to the appropriate clerical staff for processing. 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. (a)Promotes the Department's mission. (b) 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. |
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. The Records Management Clerical Supervisor outlines goals and objectives to be met by the Records Management Unit. Supervisor assigns specific projects to be accomplished by the unit. Performance of the unit is reviewed during regular meetings with the supervisor. The Supervisor also seeks input from program staff regarding support being provided by the Records Management Unit. |
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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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