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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00262663 |
Description Activated On: 1/20/2026 11:14:05 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 person in this position is responsible for providing a variety of administrative support functions to assure maximum clerical efficiency for the Bureau of Safe Drinking Water, including general clerical support duties for the Bureau, and assigned duties specific to the Operator Certification Program. The individual in this position maintains the established clerical policies and procedures including prioritizing the work given to this position, interpreting information, and aiding on work assignments to ensure that operational requirements, quality, timeliness, workload and adherence to standards are met. Provides clerical support as needed to technical assistance efforts within the Training, Technical, and Financial services division |
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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. This position provides clerical and administrative support to the entire Bureau. Such duties include: Serves as Bureau Timekeeper. Provides independent guidance and instruction to Bureau staff on Cross Application Time Sheets (CATS). Enters wage employees' work hours into CATS, creates schedule substitutions, inputs holidays for new and alternate work schedule (AWS) employees, facilitates schedule change requests through the proper channels for approval and runs the Time Evaluation Error report each pay period to identify and correct error messages found on this report. Obtains supporting documentation for special leave circumstances, i.e., sick leave three or more days, jury duty, military leave, administrative leave, etc. Ensures that the Human Resources Office is informed when employees return or begin long-term leave without pay. Data management and quality assurance/quality control: -Inputs information into electronic files using data entry software. -Reviews processed data to verify completeness and accuracy and processes data corrections, as appropriate. Data requests and analysis: -Prepares responses to data requests by other Bureaus, agencies, or the public. -Fulfills special requests for data reports to regional staff. Is trained as and acts as one of three Bureau Content Coordinators in conjunction with the Administrative Officer and Clerical Assistant 2 within Program Support for BSDW. Ensures that documents going to Document Processing are tracked and delivered in a timely manner. Provides Document Processing with guidance on special formats, copy specifications, and any other special requirements. Reviews technical guidance documents, publications, forms, fact sheets, etc. for accuracy of grammar, punctuation, and formatting as required by the Policy Office. Offers procedural guidance and administrative support to the technical staff for the preparation and completion of Bureau publications and documents. Responsible for routing documents through the appropriate offices within the Department for approval. Tracks the progress of submitted documents both via SharePoint and in OnBase. Records Retention: -Coordinates with the Records Retention Coordinator with requesting records from the Records Center, adding or amending retention schedules, performing an Inventory analysis, and requests actions on records. -Works to digitize all records for the bureau and helps section and division chiefs to digitize priority files for each section. Answers phones, screens calls, handles routine questions, determines if the calls should be handled by the Division, Bureau, or Regional Offices and properly routes them to the appropriate person or office. Takes complete and accurate phone messages. Assists with opening, stamping, and distributing incoming mail in accordance with office procedures. Coordinates bulk mailings of various Division materials to meet United States Postal mailing requirements. Prepares packages for mailing, including certified mail, express mail, and utilizes the most current and compatible application to create labels when shipping by UPS. Prepares and updates the Bureau's weekly itinerary. As well as coordinates with staff for updating the organization chart. Uses PA Publisher to order mailings, posters, and other printed materials for the Bureau. Coordinates with the Operator Certification Section staff with mailings, processing annual fees, entering training rosters, course registration, and other duties as needed. Works with the advisory committee liaisons for the Public Water Systems Technical Assistance Center Advisory Board (TAC) and the Certification Program Advisory Committee (CPAC) with the preparation of meeting minutes, discussion materials and agenda packets. Ensures TAC and CPAC member addresses are correct, obtains labels for mailing through the United Parcel System (UPS), Document Processing, etc. Prepares mailings and coordinates with UPS for mailing of TAC and CPAC packages. Coordinates with Management Technician in entering Chapter 109 fee payments in eFACTS and posting checks in SAP. Assists with entering, posting, and processing Bureau revenue checks into SAP. Responsible for logging receipts and/or entering data of monthly reports relating to water usage, coordinating to maintain the drought conditions spreadsheet and public water system restriction list, and uploading/tracking Water Allocation and Public Water System permit applications for the Permits Division. Coordinates with the PADWIS Section to identify, generate and mail Notices of Violation (NOV) for various violations. Coordinates with the administrative staff and Training Coordinator for the Bureau. Responsible for coordinating trainings using Learning Solutions (LSO) or most current application. Announces upcoming trainings, maintains employee training transcripts and distributes training literature. Types correspondence and documents in draft and final formats. Assignments are required to be typed accurately, grammatically correct, and in compliance with all formatting/branding requirements of Commonwealth and Department policies and procedures. Prepares folders for Bureau correspondence and documents, routing them through the appropriate channels to obtain the required approvals necessary for completion. Maintains back-up documentation for correspondence leaving the Bureau, according to Bureau policies and procedures via OnBase. Assists Bureau staff with preparing required travel/training forms. Adheres to travel guidelines and ensures that the proper paperwork is completed in accordance with established Commonwealth travel regulations and directives. Maintains knowledge of current Commonwealth travel/training regulations. Verifies paperwork for accuracy and prepares an OnBase folder for routing requests through the appropriate chain of command to obtain the necessary approvals. Assists with travel preparation for Commonwealth employees via SAP Concur or most current application. Processes and inputs travel expense vouchers (TEVs) into SAP for non-Commonwealth employees, including the Public Water Systems Technical Assistance Center Advisory Board (TAC), the Certification Program Advisory Committee (CPAC) members, and the Outreach Assistance Provider Program (OAPP) staff. Reviews expense vouchers for mathematical accuracy, appropriate fund coding, inclusion of appropriate supporting documentation, and adherence to the Commonwealth's travel regulations. Responsible for Bureau filing; maintaining and creating physical and digital file folders as necessary and adhering to all Bureau file retention guidelines. Suggests changes to guidelines when appropriate. Organizes and updates paper files to a digital format via scanning. Assists with verifying the accuracy of existing records in eFACTS and eliminating duplicate records. Receives queries from Deputate resource account and routes as appropriate for reply. Assists with scheduling position interviews by contacting potential candidates and notifying them verbally or in writing of available interview times based on the interviewer's schedule. Attends, participates, and completes on-line and face-to-face training as required. Develops and maintains a desk manual and is knowledgeable of all guidelines and/or policies. Promotes the Department’s mission. 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. Provides clerical support as needed to technical assistance efforts within the Training, Technical, and Financial services division. This position 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 position-related duties as requested by supervisor. |
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. Work tasks are assigned with general instructions regarding procedures, desired results, scope of work, and timetables for completion of work tasks. Work is performed with the degree of independence of a lead worker. Review of work is as necessary to insure completeness and accuracy. |
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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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