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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 50693914 |
Description Activated On: 7/20/2026 10:44:19 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. Maintain and update files located in the Southwest Regional Office as well as schedule/facilitate file reviews to the general public. This position is also responsible for providing coverage for the other clerical functions within the office or as needed and at the direction of the supervisor or management. |
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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. Receive and process Informal File Review requests and determine if requests are consistent with Department public information policy. Email Informal File Review requests to DEP Programs and ensure all formats of files of are collected and provided to requesters while maintaining deadlines and file security. Collect, prepare, and digitize various types of files including creating start sheets and scanning records; ensuring requester receives all formats of records via email and/or creating and mailing files on a flash drive, file sharing and/or during an in-person review. Schedule in-person review appointments and assist during the review process ensuring requesters receives all forms of available records, maintains file integrity, and follow Commonwealth rules and procedures. Communicate with the public and DEP staff ensuring all available records are provided and deadlines are met while maintaining Commonwealth rules and procedures. Assist with Right-to-Know Law requests as needed. File records of various types including paper files and maps, microfiche, CDs, and aperture cards. Make copies of various types of files as needed. Locate records for technical staff upon request. Operate OnBase file and map scanners, microfiche readers, printers, copiers, computers, telephones, and other office equipment. Use Outlook, Excel, Word, eFacts, OnBase, SharePoint and other software/digital files. Receive, process, deliver and ship mail and other incoming and outgoing packages/deliveries. Install postage meter updates and funds. Provide receptionist coverage and other clerical coverage during vacancies, absences and daily breaks as needed or at the direction of the supervisor or management. Order regional supplies, maintain supply closets, and maintain organization of supplies and mail room as necessary. 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. Incumbent will acquire knowledge of Agency and Commonwealth policies and procedures, as well as the ability and initiative to organize and use independent judgment to meet priorities and establish day-to-day deadlines. Work schedules and priorities are subject to change often, due to external influences and time frame constraints. 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. Routine work is done independently. Complicated or new assignments are given with general instructions. Tasks and priorities are discussed on a daily and weekly basis with the Clerical 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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