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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 50682812 |
Description Activated On: 12/23/2025 10:12:05 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. Located within Department of Environmental Protection's (DEP), Administration Deputate, this position provides support to the Deputy Secretary for department process improvements related to departmental policies and procedures, including IT Procurement. |
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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 is responsible for working with OAM and program staff and establishing standard Procurement procedures for the Department. Specific duties include: Creating a baseline for procurement activities with a focus on IT Procurement and monitoring time to purchase to ensure that Procurement efforts are in the line with the established baselines. Creating and providing regular reports to program areas indicating procurement process information and time to execution data so that they can also monitor their parts of the process and determine where hold-ups exist. Tracking and analyzing all IT Procurements in process throughout the agency using CEDC’s Sharepoint site. Identifying orders that are lagging in the process, working with Procurement, program staff, CEDC, and OGC to keep orders moving. Providing instruction and guidance in IT Procurement. Directs program staff on proper procedures and coordinates and conducts training on all new IT Procurement policies and procedures. Assisting with procurement, timekeeping, and other administrative needs for the Secretary's Office, Communications, Environmental Education, Legislative Affairs, the Grants Center, Small Business Ombudsman, Office Services, and other executive or deputate offices without administrative staff support. Creates and maintains Office of Administration and Management’s Sharepoint sites, including standard operating procedures, policies, guides, and training materials. Collates and submits the Weekly Report and Governor’s Weekly Report for OAM. Creates and maintains dashboard for programs to view data collected from OAM Weekly Reports. Identifies areas for improvement and proposes solutions. Identifies, monitors and reports on all actions related primarily to the General Government Operations fund, but also any other funds related to OAM or Secretary’s Office. Collects, analyzes and interprets financial data. Reviews open commitments throughout the fiscal year. Ensures all funds are used or liquidated to avoid lapses. Reviews and ensures proper cost and account coding. Must be familiar with the agency’s funds, cost centers, internal order numbers and general ledger codes and know how to apply and verify them. Prepares Electronic Purchase Requests, shopping carts and non-solicitation requests. Posts encumbrances and liquidations. Reviews invoices. Tracks payments. Resolves discrepancies. Generates SAP reports. Provides primary administrative and clerical support for the Deputy Secretary and their staff. Independently responds to inquiries and complaints from the general public, private industry, and other government agencies that do not require the attention of the Deputy or executive assistant after researching background information. Assists the Deputy Secretary in maintaining their appointment calendar. Arranges meetings, conferences, District Office visits, etc., and reserves appropriate traveling accommodations for the Deputy Secretary and their staff. Prepares daily meeting folder, gathers background material for each meeting including agendas, list of attendees and locations. Assists with agency overtime requests. Approves or denies on behalf of the DS. Recommends alternate actions as needed. Gives final approval after review by the Office of Fiscal Management and the Human Resources Delivery Center. Maintains quality interpersonal relationship with both internal and external stakeholders. Follows all protocols to ensure proper handling of confidential materials. 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. Employees will be required to follow any other job-related instructions and to perform other job-related duties requested by their 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. As proficiency in job duties and sufficient knowledge are demonstrated by the employee, more independence and judgement will be expected to be applied in the completion of tasks. Work will be reviewed in-progress and upon completion with the supervisor. |
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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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