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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 50653765 |
Description Activated On: 5/26/2026 9:27:48 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 administrative assignments to include analyzing administrative or staff operations and procedures, developing and recommending work standards and procedures, conducting research and studies, preparing open commitment reports and making recommendations, and serves as a liaison for the Bureau’s Right-to-Know-Requests. |
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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 the assistant to the Bureau of Abandoned Mine Reclamation’s Acid Mine Drainage Administrative Support Unit Chief - Administrative Officer 1 (Unit Chief – AO1) in the operations and procedures and work standards of the Bureau’s Acid Mine Drainage Administrative Support Unit. FISCAL Runs Analysis reports and reviews open commitments affecting the Bureau’s Acid Mine Drainage Division. Reports findings to the Unit Chief – AO1 and works with the appropriate administrative or technical staff to resolve open commitments. Prepares open commitment status report for the Bureau’s Administrative Support Unit and Section Chiefs, Director, and Assistant Director. Effectively maintains the Division’s funding sources to include but not limited to Infrastructure Investment and Jobs Act (IIJA), AML Title IV, AML Economic Revitalization, Acid Mine Drainage (AMD) Set-Aside, STREAM Act Set-Aside, Capital Budget, and trust funds. Assists in the completion and submission of the Division’s Spend Plan as it relates to the AMD Set-Aside and STREAM Act and provides detail on needs for the Clean Water Fund's Spend Plan. GRANT/TRUST FUNDS Maintains the grant/mine drainage treatment trust funds established with the Clean Streams Foundation (Bennett Branch Watershed, etc.). Tracks income and expenses for various properties to include royalty payments and property taxes. Reviews monthly financial investment statements for accuracy. Prepares a report for the Division’s Environmental Program Manager. CONTRACTS/PROCUREMENT Prior to initiating a procurement or a bid, reviews existing DGS contracts, seeks clarifying information (if needed) and makes the final determination on how to proceed. Initiates, bids and prepares contracts, including emergency contracts, and heavy equipment procurements for the Division. Assures consistency with commonwealth and agency policies and procedures, rules and regulations. Contracts may include but are not limited to drilling services, technical consulting services, and preventative maintenance. Prepares and reviews specifications. Maintains all aspects of the contract including payment, amendments, and insurance and works with responsible parties to resolve any issues. Serves as the Emergency Projects Coordinator by assisting Bureau design staff in preparing and making recommendations in the emergency technical guidance, quote forms, compliance documents, and other documents required to complete emergency procurement/contracts. Contacts appropriate personnel to secure explanations for atypical situations, incomplete information, or inaccurate data. Bids the emergency work. Compares bids, prepares bid tabulations, and issues the Notice to Proceed to the contractor. Ensures contractor compliance for procurement and contracts, including emergencies. Reviews invoices and renders final approval for payment. Maintains contract tracking spreadsheets and reports to gather information on spending related to the budget and reports the findings to the Unit Chief – AO1. Liaison between contractors/suppliers and the Division to resolve invoice discrepancies and Contractor Responsibility Program (CRP) and System for Award Management (SAM) issues. Obtains required Certificates of Insurance and other required documents to ensure contractor compliance. Issues non-compliance notices, as required. Develops a list of equipment needs for the Division and prepares a justification for purchase and cost estimate of equipment for inclusion in the Bureau’s federal grant application. Prepares equipment specifications and proceeds with procurement of equipment once the grant’s Notice of Award is received. As required, assists the Department of General Services in establishing specifications for statewide contracts affecting the Bureau. Ensures adequate funding is available for all procurements and requests budget adjustments, as required. Monitors and tracks Design and Mapping Service Agreement costs per individual Task Implementation Plan. Reports value discrepancies to the Project Manager and the Bureau’s Civil Engineering Consultant in the Central Office. Assists Division procurement staff by researching Department of General Services contracts, entering Electronic Purchase Requests, making procurements using the p-card, applying funding to procurements, allocating expenditures, and generating purchase orders, as required. RECORDS RETENTION Maintains an understanding of the Bureau’s retention schedule, monitors the Bureau’s Division of Acid Mine Drainage records and prepares a list of records meeting retention deadlines. Provides a list of records meeting retention deadlines to the Division of Acid Mine Drainage Unit Chief - AO1 for assignment to the clerical staff. Works directly with the Department’s Division of Records Management to request revisions and additions to the Bureau’s retention schedule as it pertains to the Bureau’s Division of Acid Mine Drainage records. Monitors the Bureau’s Division of Acid Mine Drainage e-file server location to assure electronic records are being filed and maintained according to the records retention requirements. Reports to Unit Chief - AO1 any discrepancies. Works with staff to resolve discrepancies and establish updated policies/procedures, as required, to ascertain effective e-filing. Reviews and responds to Right-to-Know requests affecting the Bureau’s Division of Acid Mine Drainage. WEEKLY REPORT AND PA BULLETIN SUBMISSIONS Prepares the Division’s weekly report for inclusion in the Department Secretary’s Weekly Report. Report includes special project data, federal grant program updates, and other important updates or happenings. Reviews requests for PA Bulletin submissions and prepares a draft PA Bulletin submission for the Project Manager. Finalized submissions are uploaded, as required. INFORMATION TECHNOLOGY Maintains inventory of the Bureau’s Division of Acid Mine Drainage computers. Recommends machines for replacement for inclusion in the annual bulk PC order. Tracks all computer users, numbers, and peripheral equipment to ensure all equipment is accounted for. Assigns computers to new staff and prepares Service Now requests to have unused computers reimaged for new users and works with Office of Administration’s Information Technology to resolve any issues related to these computers prior to the arrival of new staff. OTHER Assists the Administrative Officer 1 and Clerical Assistant 3 in reviewing work performed by the Clerical Assistant 2, as required. Attends all trainings and meetings regarding this position which may require overnight travel. 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. This position description in no way states or implies that these are the only functions performed by this position. Other duties may be assigned by the Unit Chief – AO1, Administrative Support Section Chief, Environmental Program Manager, Assistant Bureau or Bureau Director. |
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. Determines the priority of workflow processes and establishes and creates deadlines. |
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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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