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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 50696591 |
Description Activated On: 3/4/2026 1:13:30 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. This position provides clerical support for the Reading District Office. |
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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. TYPING Edits letters, reports, transmittals, Notices of Violation and various other correspondence on a computer from original source documents to prepare for distribution. Proofreads varying types of materials to ensure information is grammatically correct, complete, consistent, and adheres to agency format and requirements. Prepares letters for District Office Supervisor’s signature, as well as other technical staff. RECEPTION DUTIES: Receives office visitors and either assists them or directs them to appropriate personnel. Operates a telephone call directory console with the capability of multiple line switching to receive and screen incoming telephone calls and record messages and provide non-technical information as needed. Messages are retrieved, returned, or delivered promptly. Prepares office closing messages for posting on building doors and recording on office answering system as needed. Contacts persons within the Department and/or other state agencies to provide and/or request information to assist callers. Maintains up-to-date reference data, telephone numbers and itinerary for staff. Sells and helps to distribute bacteriological water analysis bottles to the general public, other DEP/DCNR offices and other local agencies. Duties include explaining sampling directions, taking and recording fees for payment, writing customer receipts, completing shipping labels and arranging for courier pick-up or notifying appropriate staff to arrange pick-up. Accurately records information for all complaints made in this office in person and by telephone on the Department Complaint form; ensures that as much information as possible is given at time of call regarding nature of complaint, directions, etc. Ensures the complaint gets registered with the Regional Complaint Coordinator according to the Region’s procedure (in absence of assignee, etc.). Updates fact sheets and other public information bulletins. Processes incoming and outgoing mail. Weighs and applies correct postage to all outgoing mail. Opens, dates stamps, and distributes all incoming mail. Responsible for operation of postage meter, including ordering postage and having the postage meter replenished electronically. FILES AND FILE ROOM Maintains the centralized filing system at the Reading District Office. Maintains alphabetical, numerical, chronological, and similar files by inserting and/or retrieving documents, preparing new file folders, and posting and updating file contents for Safe Drinking Water and Air Quality, as needed. Complaints are to be redacted of confidential information then copied and filed. Also responsible for preparing documents, scanning, and uploading to OnBase. This includes sorting in chronological order, preparing all cover forms, maps, lodging sheets, and preparing all boxes and labeling for pick-up. Duties also include maintaining the Microsoft Access database of program hard copy and microfiche files which includes ordering, deleting, and updating files . Maintains inventory and orders TAB folders and labeling material as necessary to maintain the files in the file room for all programs. MISCELLANEOUS Enters and maintains the Reading District Office check log. Schedules conference room for meetings as needed. Communicates with the landlord concerning building needs. Schedules building inspection and maintenance appointments. Completes a monthly inspection of the AED machine to ensure it is in proper working condition. Maintains the RDO vehicle pool (mileage, lanternfly reports, upcoming maintenance). Responsible for maintaining and replenishing office supplies, technical supplies, publications, and forms for the staff as well as distributing the supplies, forms and documents necessary to other local agencies and the public. All of the materials are ordered directly from the Regional Office or through the Purchase Request database. Responsible for maintenance and service of all office equipment, i.e. postage meter, postal scale, copier, typewriter, telephone system etc., ensuring that they are kept in good working order and are serviced as necessary. General photocopying as necessary. Sending faxes as requested. Promote 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 any 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. Employee works independently on routine assignments to achieve expected results. Discusses unusual or new issues in detail with supervisor. Maintains confidentiality |
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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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