Commonwealth of Pennsylvania

POSITION DESCRIPTION FOR JOB POSTING

Position Number:  50661932

Description Activated On:  7/2/2024 1:59:21 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. 

 Supervises three (3) Clerical Assistant 2 positions for the Bureau of Abandoned Mine Reclamation, Central Office located in Harrisburg and performs administrative functions for the Bureau.

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.

Plans and organizes clerical work, assigns work to Clerical Assistants, evaluates work performance, prepares, and signs performance evaluations, and approves leave.

Oversees the purchasing duties performed by the Clerical Section. These tasks include justifications, ordering and processing of invoices. Acts as a back-up purchasing agent for the Bureau’s Central Office as needed.

Assigns cost codes, reconciles purchasing card purchases with the monthly credit card bank statement and submits back-up documents if internally audited.

Prepares and keeps current detailed instructional manuals for clerical staff.

Keeps staff updated on policy and procedure changes.

Interview and recommend applicants for vacant clerical positions and submits to the Bureau’s Administrative Officer in Central Office for review and approval.

Thoroughly reviews all correspondence and technical documents for grammatical correctness and adherence to Department policies and procedures. Prepares confidential correspondence, as required.

Supervise and oversee all duties performed the Bureau’s lead Training Coordinator. Ensures the proper federal funding is applied to out-service-training request forms submitted via the Department’s COSTA system. Ensures due dates for training paperwork is met or exceeded.

Supervisors and oversees the duties performed by the Bureau’s Central Office timekeeper and receptionist.

Gathers documents necessary to respond to Right-to-Know requests.

Maintains the Bureau’s paper and electronic filing system. Monitors for accuracy in filing and suggests edits to filing systems as necessary to the Bureau’s Central Office Administrative Officer.

Contracts facilities for holding staff and managers meetings throughout the Commonwealth.

Requests the Bureau Director’s itinerary and provides to administrative staff.

Serves as the Bureau’s Central Office Telephone Coordinator. Ensures all staff have a functioning desk phone and submits ServiceNow tickets to acquire new devices or repairs to devices, as required.

Ensures all Bureau Central Office staff have been issued a building access card. Completes the necessary steps to obtain new cards or replace lost/destroyed cards. Resolves conflicts with malfunctioning cards.

Occasionally serves as backup for answering and directing the Bureau’s Central Office main telephone line and mail functions, including opening and distributing mail, in the absence of the receptionist.

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 duties to be performed by the employee occupying this position. Employee will be required to follow any other job-related instructions and perform any other job-related duties requested by the supervisor or Bureau’s Administrative Officer 2.

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.

Assign work and deadlines to clerical assistants.

Follow-up with Bureau management regarding deadlines associated with confidential or time-sensitive correspondence.

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

Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
 
 1. Use and maintain a thorough knowledge of functions related standard office equipment.
 2. Supervise clerical staff.
 3. Effectively communicate orally and in writing.
 4. Acquire and maintain a thorough understanding of Department correspondence procedures and policies.
 5. Thoroughly and accurately proofread various documents prepared by the Bureau.
 6. Maintain and keep current detailed instructional manuals.
 7. Efficient in Microsoft Office applications including Word, Outlook, and Excel.
 8. Maintain positive and healthy working relationships.
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