|
Commonwealth of Pennsylvania |
|
|
POSITION DESCRIPTION FOR JOB POSTING |
|
|
Position Number: 50280133 |
Description Activated On: 3/11/2026 1:01:59 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 is responsible for performing administrative functions for the Kinzua Bridge Complex. The major areas of responsibility include purchasing, budget and fiscal analysis, lead worker to clerical staff, accountability for incoming revenue and visitor services, backup duties include human resources, payroll and timekeeping. Must interpret Commonwealth, Department and Bureau policies and procedures relating to budget and fiscal, purchasing and human resources. |
|
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. Employee performs a wide variety of work to assist in the administrative responsibilities of Kinzua Bridge State Park Complex. Employee completes a complex variety of administrative staff work and is responsible for assisting the Park Manager with office administrative duties. Employee is technically skilled and proficient in all administrative aspects of the Department of Conservation and Natural Resources (DCNR) and Bureau of State Parks (BSP) management including detailed knowledge of Budgeting, Procurement, Governmental Accounting, Human Resources and Public Relations. Employee must be able to interpret and implement the Commonwealth, Department and Bureau policies and procedures. Completes work with considerable self-initiative and independence. Employee must show judgment and discretion due to access to confidential and sensitive data. Employee uses independent judgment in determinations on a variety of problems or procedures. Exercises independent judgment in making decisions on the appropriate disposition of work, based upon experience and knowledge of office and departmental operations and/or previous direction from the park manager, or other bureau and departmental protocols. Employee acts with authority on office management/ administrative functions. Reviews of work performed are conducted through ongoing progress reviews and established annual employee performance reviews. Work includes public contact and effective communications to establish and maintain cooperative working relationships with employees and other agencies. PROCUREMENT/PURCHASING - Employee must be knowledgeable and able to implement the processes of the Commonwealth SAP Procurement module and Commonwealth Purchasing and SAP Guidelines including the terminology, screen accesses, etc. to accurately determine and complete the purchasing process. Must review DGS emarketplace website for current state contracts. Responsible for preparing purchase orders for state contract or locally bid commodities and services via SAP/SRM. Prepares orders for various commodities and services. Receives ordered items and verifies receipt in SAP/SRM . Processes any respective invoices through DCNR Comptroller’s Office. Works directly with vendors to ensure vendor registration; resolves any payment or purchase disputes. Researches payments, charges, credits, etc. utilizing SAP Procurement module. Utilizes Supplier Relationship Management (SRM) System to secure items from participating vendors or DGS warehouse. For purchases between $5000 and $10,000, employee prepares/reviews bid documents to ensure appropriate specifications are utilized to allow for competitive bidding, opens, reviews and interprets competitive bids for accuracy, completeness and acceptability. Awards bid based on established criteria. Knowledge of various regulations such as MBE/WBE, contract compliance, advertising, contractor responsibility, etc. is required. CREDIT CARD PROGRAM - Custodian to credit cards. Established procedures for the credit card purchase program are used in lieu of issuing advancement account checks for various supplies and services. Thorough knowledge of these procedures is required. Reviews each invoice for accuracy. Contacts vendors for credits, corrections, etc. as required. Verifies and justifies charges utilizing USBank program. This includes verifying and correcting the coding, splitting expenditures, and disputing any charges. Maintains card use log. Reconciliation of statements with actual invoices is performed monthly. Responds to DCNR and Comptroller Audit requests as required. BUDGET & ACCOUNTING - Annually prepares Operations & Maintenance (O&M) budget estimates for the Kinzua Bridge State Park Complex. Maintains a history of the park’s spending practices for use in preparing estimates. Prepares, reviews various fiscal and statistical reports utilizing Bureau of State Parks (BSP) Fiscal Management Program and SAP to forecast status of expenditures for O&M, special projects, etc. and makes budget recommendations to ensure expenditures do not exceed budget amounts. Conducts reviews of allocations and projects expenses to project to the end of fiscal year with park manager. Review encumbered documents and liquidate balances not anticipated to be spent by end of fiscal year. REVENUE CONTROL - Must be knowledgeable of the current Park Reservation System to post revenues for various fees, services and reservations. Prepares cash balance to reconcile revenue on hand balances with receipts issued to date. Reconciles Cash Drawers of all employees within the Kinzua Bridge complex of parks making adjustments as required. Deposit and transmit receipts per established Commonwealth guidelines utilizing and electronic transmittal process. Monthly reconciliation of the depository account is prepared and maintained. Park Reservation System Responsibilities: Register patrons for pavilion rentals, boat docks, and boat mooring. Routine of checks of boating and pavilion related reservations must be completed as needed. TRAVEL MANAGER – Inputs, as required, travel expense request for employees. Verifies trip start and end times as well as determining that reimbursement requests are accurate and appropriate. Knowledge of travel regulations is required. Send necessary receipts to Comptroller for payment processing. Records expenses in BSP Fiscal Management Program. Make hotel reservations and prepare travel vouchers for employees when travel is necessary. ACCIDENT REPORTING - As required completes and inputs employee injury reports cooperatively with the supervisor of the injured employee. Handles correspondence with health care providers relating to the injury and payment of services, with employee Benefits Section and compensation carrier to process work-related injury claims. Maintains record of leave used and earnings while off work. Acts as contact to resolve injury claim problems or to clarify employee’s status. Maintains confidentiality of personnel records. CONSCESSION RESPONSIBILITIES - Assist in administration Kinzua Bridge Complex concession agreements, including food trucks etc. This responsibility includes maintenance and monitoring of files for the concession agreement for compliance of requirements and due dates, receipt, verification and transmittal of percentage of gross receipt and rental payments, required insurance. DOCK PROGRAM – Serves as clerical lead for the Elk State Park Dock Program. In conjunction with park manager, ranger staff and other clerical staff to manage annual waitlists, transfer lists, dock permits, and mooring permits for 128 leased dock spaces within Elk State Park, must be fluent in parks “dock manual”. CAMP LEASES - Maintain card file for monitoring expiration dates and individual lease information for ten (10) State Park Camp Leases and Occupancy Agreements in the Park Complex. Prepare correspondence with lessees; This includes verbal and written communication with lessees requesting information concerning their lease, notification of applicable policies and payment collection. LEAD WORKER - Plans, organizes work assignments for clerical staff. This includes assigning, distributing and interpreting work assignments, reviewing work for accuracy and conducting on-going training. OPERATIONS - Prepares and secures required signatures and approvals on State Park Activities Agreements, Letters of Authorization, Commercial Use & Short-Term Leases and Occupancy Agreements by meeting or corresponding with sponsors/tenants discussing logistics, explaining insurance requirements, etc. Monitor concession contracts and Leases and maintain records of insurance and payments. Tracks sales/use via Reservation system. Prepare correspondence to various agencies and public. Correspondence may be replies, requests, confirmations to appointments or workshops, and applications. Maintain park files. Purge files in accordance with Records Retention Schedule provided by BSP. Responsible to keep current with policies and activities relating to state park facilities such as Administrative Circulars, Administrative Manuals, Executive Orders, Management Directives, and Park Management Manual. Keep inventory and order supplies as needed to keep office operations functioning efficiently. GENERAL - Meet and greet public patrons, relaying general information regarding the park system and our complex. This includes Rules and Regulations of our park, directions to park activities and facilities. This is done in person, via phone or email and may include other park facilities, the local area as well as this park complex. COMPUTER/RADIO OPERATIONS - must be knowledgeable in MS Office Suite which includes Outlook, Word, Excel, and Access, also use Adobe Acrobat and Internet Explorer; ReservePA, SAP, SRM, etc. Responsible for updating computer programs such as, Reservation Systems, Fiscal Program, etc. Serve as communication center for park staff or park patrons, in case of emergency. Use two-way radio and/or telephone with agencies such as Forestry, Game Commission, Fish & Boat Commission. Reviews correspondence, news sources, technical literature and Departmental, Bureau and Park activities and informs Park Manager of significant developments and problems. Ensures all weekly, monthly, quarterly, and annual reports are completed accurately and submitted within established timeframes. Responsible for mailings, in-coming or out-going. Uses various equipment to assist in workflow efficiency such as computers, copiers, calculator, scanner, fax, etc. HUMAN RESOURCES - With the implementation of SAP Human Resources System, this employee is responsible for absence and time activity for all employees of the Kinzua Bridge State Park Complex. Must possess knowledge and be skilled in the use of the SAP HR system to record absences, time activity, input substitutions, etc. Knowledge of employee benefits, leave programs, labor agreements language, etc. is required. Human Resource Transactions - Completes necessary forms to process human resource transactions that include Civil or Non-Civil Service appointments, Leave Without Pay, Return to Work transactions, etc. Completes unemployment compensation requests as needed by researching data from payrolls and personnel records. Any discrepancies are researched and corrected. Answers inquiries from park employees and the public on matters of Civil Service employment, bidding, and hiring requirements as established by the Commonwealth of Pennsylvania and the Civil Service Commission. Assists, Supervisors & new employees in completing proper appointment papers. Informs them of pay schedule, hours paid and leave entitlement, if any. Reviews orientation information with new employees. Payroll/ Timekeeping - Ensures timesheets are completed with employee and supervisor signature and retained for future reference and retention. Inputs Labor Distribution as required. Completes Payroll and serves as head timekeeper for entire Kinzua Bridge Complex, reviews timekeeping work performed by clerical staff. Enters payroll into SAP system for Kinzua Bridge State Park Complex staff, including overtime, absence input and tracking, maintaining Records of Absence, etc. Verifies work schedules prepared by the Park Manager to comply with broad guidelines set forth by union contracts. Reviews, determines and requests changes to SAP Personal Work Schedules. Calculates overtime based on hours worked, Personnel Rules, Department policy, and applicable labor agreements. Corrects time and attendance errors through SAP. Maintains records on compensatory and holiday quotas and use in accordance with established policies and labor agreements. Monitors leave payouts. Maintains employee personnel files in a confidential manner. Absences - Explains leave entitlement to new employees. Inputs and tracks paid and unpaid absence requests. Maintains Records of Absence for wage employees. Audits absence requests for accuracy. Records absences via SAP for wage employees. Corrects absence errors through the SAP system. Obtains supporting documentation for special leave circumstances, ex: sick leave, jury duty, military leave, etc. Tracks SAP quotas for accuracy; processes and justifies correction requests. Informs employees’ supervisors of leave problems, improper documentation as discovered through auditing forms, reviewing leave output documents, or a regular post audit of records. Communicates Civil Service Certification lists and advising of potential interview pool and scheduling interviews. Prepare hiring paperwork for selected applicant and present to park manager for review and approval. Performs other duties as required. Decision Making - Work is performed independently. Due to the job knowledge and performance, employee requires minimal supervision and work is performed independently. Special or new assignments are assigned verbally and/or in writing. Work is reviewed through reports, audits, and overall evaluation of quality effectiveness of results obtained. Specific questions or problems are discussed and resolved as needed. In the absence of the Park Manager, employees in this position description makes decisions in regards to operational issues according to established park, region and Bureau wide policies and established guidelines. |
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. Due to the job knowledge and performance, employee requires minimal supervision and work is performed independently. Special or new assignments are assigned verbally and/or in writing. Work is reviewed through reports, audits, and overall evaluation of quality of effectiveness and results obtained. Specific questions or problems are discussed and resolved as needed. In the absence of the Park Manager, employees in this position make decisions in regard to operational issues according to established park policies and established guidelines. |
||||||||||||||||||||
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.
|