|
Commonwealth of Pennsylvania |
|
|
POSITION DESCRIPTION FOR JOB POSTING |
|
|
Position Number: 00258151 |
Description Activated On: 10/23/2024 1:57:42 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. This position provides administrative support to the Real Estate Division as well as clerical support to the personnel in other Divisions within the Bureau of Wildlife Habitat Management as needed. |
|
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. Real Estate Division: Proofreads and prepares all correspondence for Real Estate Division Chief’s signature. Uses Business Warehouse to track budget for Real Estate Division and determine commitments, expenditures and funds available. Monitors budget and provides status reports to Real Estate Division Chief. Serves as Travel Arranger for Real Estate Division including Out Service Training/Conference Request and Authorization (PGC-T-697) with required signatures, approvals, reservations, lodging, reimbursement procedures, and transportation arrangements. Enters property ownership data into Land Records Database, prepares and maintains updated files folders with relevant correspondence and documents associated with each entry, both paper and electronic. Maintains Real Estate Division Employee Performance Review (EPR) schedule and notifies Supervisors when evaluations are due by e-mailing pre-filled EPR form. Tracks EPRs and notifies supervisors if not completed by due dates. Distributes completed copies to employee, Administrative Assistant and Human Resources. Prepares Real Estate Division reports by collating reports from all sections within the Division and Legal Team. Keeps record of all land and buildings acquired. Prepares a Land and Buildings Inventory Report and sends to Department of General Services and notifies the Procurement Division within the PGC’s Bureau of Administration. Assigns building numbers to all newly acquired buildings. Prepares Maintenance Charge records for all Commission dwellings and distributes to appropriate personnel. Prepares all rental agreements for Commission dwellings. Maintains a purchasing card and independently reconciles credit card accounts. Purchases supplies, equipment, software and services from supply catalogs and state contracts and reconciles and pays invoices. Reviews credit card statements for all Real Estate Division employees and verifies invoices for proper coding, justification and contacts vendors to resolve discrepancies. Submits original Master Card statements to Procurement Division when signatures are received and maintains copies as needed. Updates and maintains database of all real estate reservations and prepares expiration memos for distribution to appropriate staff. Plans, schedules and attends meetings and makes appointments for staff as directed. Prepare meeting minutes (notes) as necessary. Maintains files and appointment schedules for the Real Estate Division Chief. Receives, date stamps, interprets, sorts and distributes mail to appropriate staff within the BWHM or Regions in a timely manner. Answers and screens incoming phone calls. Answers inquiries from the public and refers callers to proper Bureaus and/or Regions when necessary. Performs a variety of clerical duties necessary to operate the Real Estate Division efficiently and effectively. Provides support for other members of the BWHM clerical staff including Administrative Assistant. Receives invoices/receipts for maintenance and repair work provided by a state approved vendor from employees who are issued a state vehicle. Maintains Asset Management System for Real Estate Division in accordance with Standard Operating Procedures Maintains a Desk Manual for the position and keeps the manual up-to-date with detailed notes/descriptions of processes involved in completing duties and tasks assigned to the position. Right-of-Way (ROW) Program: Receives, date stamps, and provides incoming ROW Applications and other ROW Program correspondence to ROW Section Chief for review. and preliminary entry of ROW Application information into the Fiscal Year Log where applicable. Proofreads completed ROW licenses/assignments/amendments (agreements) and associated correspondence, exhibits or appendices checking for typographical, punctuation and mathematical errors. Prepares and mails ROW agreements and ROW Program correspondence. Prepares deposits for Right of Way program checks received and coordinates with Fiscal Division for tracking and reconciliation of deposits. Scans and archives ROW records and prepares for off-site storage. Assists Right-of-Way Section personnel with other appropriate duties as necessary. Survey Section: Responsible for providing monthly automotive reports to the Automotive Department for all assigned vehicles by the fifth of each month. Archives survey records through scanning, indexing and preparing for off-site storage. Copies and scans maps and drawings on large format copier/printer/scanner and prepare for mailing. Assists with maintaining database of requests for surveys and tracks status of survey jobs once assigned. Reviews, copies, and distributes all time sheets for Surveyors when submitting overtime. Processes time sheets for interns. Prepares and proofreads correspondence for Survey Section Chief. Legal Team: Serves as Travel Arranger for Legal Team. Prepares various travel documents including In/Out Service Training documents, signatures, approvals, reservations, lodging, transportation arrangements and reimbursement procedures. Searches electronic county records systems for tax parcel identification numbers, property ownership, parcel location and other pertinent information. Performs a variety of clerical duties necessary to assist the Real Estate Attorney and Paralegal, including preparation, scanning and filing of correspondence, agreements, and other documents. Assists with preparation of in lieu of tax payments. Habitat Planning and Development Division: Uses Business Warehouse to track budget for Habitat Planning and Development Division to determine commitments, expenditures and funds available. Serves as Travel Arranger for Habitat Planning and Development Division. Prepares various travel documents including In/Out Service Training documents, signatures, approvals, reservations, lodging, transportation arrangements and reimbursement procedures. Maintains Habitat Planning and Development Division Employee Performance Review (EPR) schedule and notifies Supervisors when evaluations are due by e-mailing pre-filled EPR form. Tracks EPRs and notifies supervisors if not completed by due dates. Distributes completed copies to employee, Administrative Assistant and Human Resources. Reviews credit card statements for Habitat Planning and Development Division and verifies invoices for proper coding, justification and contacts vendors to resolve discrepancies. Monitors credit card system and notifies employee and their supervisor when transactions are overdue for reconciliation. Performs a variety of clerical duties necessary to assist the Habitat Planning and Development Division function efficiently and effectively. |
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. Works independently with minimal supervision. Consults with supervisor to keep him current on any action taken. |
||||||||||||||||||||
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. |
||||||||||||||||||||
Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
|