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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 50653641 |
Description Activated On: 7/31/2026 9:28:59 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. Performs a variety of secretarial and clerical duties as part of the Bureau of Abandoned Mine Reclamation (BAMR), Division of Acid Mine Drainage (AMD), Cambria District Office (Bituminous District). The Clerical Section also provides clerical support to the AML Division personnel located in the Cambria District office and back-up to the Cambria District Office receptionist as needed. |
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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. Serves as timekeeper for the AMD division at the Cambria District Office. Duties include preparing overtime approvals; timely entry of timesheets to meet deadlines; reviewing error screens and making corrections; and assigning time codes to all overtime reported in SAP System by AMD, Cambria District Office personnel. Enters a ticket with Ask HR, when an employee requests a new/change to their AWS schedule. Reviews work schedules of new employees to make sure they were entered correctly. Enters substitutions and holidays in SAP System quarterly per non-standard work schedules. Makes necessary attendance, absence and timesheet changes after pay period deadlines. Trains all AMD, Cambria District Office personnel on use of the ESS System for input of timesheets and travel vouchers. Assist employees with entering travel expenses, when needed, in the SAP Concur System and assists with any corrections that need made. Acts as Travel Arranger for those employees who need to make travel arrangements using the appropriate travel management reservation system. Updates Timekeeper's Manual. Resolves problems or questions presented by supervisors or employees regarding leave. When necessary, contacts proper personnel in Harrisburg for clarification. Assists AMD, Cambria District Office personnel with questions in various issues regarding time recording, paychecks, deductions, etc. Independently prepares reports, letters, memos and forms for the Environmental Program Manager's signature regarding changes in AMD, Cambria District Office policies, leave usage, personnel, payroll changes, etc., and formats these documents on a computer. Emails AMD, Cambria District Office personnel on any changes in procedure for leave, AWS schedules, etc. Maintains current job descriptions for each employee in the on-line Job Description Application Program and submits the job description and emails the job standards to supervisors to update/review for signature at the time of each employee's annual EPR. Acts as Training Coordinator for AMD, Cambria District Office. Sets up the required training for new employees. When applicable, works closely with the Harrisburg Training Coordinator to assist in getting required paperwork. This includes training provided by our Personnel Department, the federal Office of Surface Mining and the private sector. Works with Administrative Officer in developing and setting up specialized training, conferences, etc., for AMD, Cambria District Office personnel. Also prepares Out-Service Training Authorizations for approval by the Bureau Director and Deputy Secretary's office. Maintains records and enters/develops training requests in the training software system. Types AMD correspondence such as contracts, letter, memorandums, and reports, etc., assigned to the clerical staff. Also, files all AMD, Cambria District Office correspondence. Enters information in the appropriate databases for BD tracking. Inputs data generates and files project fact sheets. Types letters, memos, Bid documents, Engineer's Estimates, Weekly Reports and any other correspondence or items that may arise in the course of the business day, checking for proper grammar, spelling, and punctuation. Reviews monthly automotive reports for the Cambria BAMR AMD division. Maintains and organizes a computerized list of Cambria BAMR AMD vehicles in the automotive fleet and updates the list as needed. Assists in submitting the Bureau Director’s and Environmental Program Manager’s weekly schedules to Harrisburg and obtains and posts the weekly BAMR, Cambria District Office Managers’ schedules. Creates electronic contract folders when new projects are started and is responsible for filing of all materials in contract folders. Promotes and exemplifies the Department’s Mission, Vision, and Values in all aspects of work performance and professional conduct. Advances DEP’s strategic priorities through collaboration, commitment to data-driven decision-making, delivery of high-quality customer service, and active participation in modernization and continuous improvement initiatives. Inputs, maintains, and updates data in prescribed formats to meet data quality standards established through guidance, training, policy, and procedure across all DEP electronic data systems. Responsibilities include ensuring the accuracy, completeness, consistency, and integrity of all entries, as well as utilizing available system tools and validation processes to minimize duplicate records and data quality issues. Complies with all applicable laws, regulations, policies, procedures, guidance, and training requirements related to assigned duties and DEP electronic data systems. In conjunction with the supervisor, participates in knowledge management and knowledge transfer efforts by identifying key aspects of assigned duties and proactively sharing knowledge with other employees to support continuity of operations and organizational effectiveness. Develops, maintains, and annually updates a comprehensive desk manual documenting essential duties, standard operating procedures, workflows, system processes, key contacts, reference materials, and other critical operational information necessary to support continuity of operations and effective knowledge transfer. Employees are responsible for ensuring desk manuals remain accurate, current, and accessible in accordance with Department requirements. This job 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 assigned by the supervisor. Works adjusted shift hours of 8 a.m. to 4 p.m., if needed, when the front desk receptionist is on leave. |
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. Makes determinations on rules and regulations involving leave, overtime and timesheets for input into the SAP System. The employee exercises independence in the completion of tasks, with minimal supervisory review. Non-routine work is assigned with instructions on the actions to be taken and results to be obtained. Decisions are reviewed periodically while in progress and upon completion for completeness, accuracy and adherence to policies and procedures. |
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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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