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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 50699407 |
Description Activated On: 3/4/2025 11:34:54 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. Assigned to the Records Management within the Business Management Division in the Southcentral Regional Office. Performs records scanning duties within Records 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. Specific Assignments: This is limited-term, routine clerical work involving skilled scanning and records handling within the Records Management. An employee in this class performs within a structured work setting. Work is repetitive and production oriented, within well-established operating procedures and guidelines. Accuracy and attention to detail are required. Work is closely supervised in process and upon completion. Primary duties include: - Prepare files for scanning into DEP’s OnBase Document Management System. Review hard copy documents to ensure staples, binder spines, etc. are removed and ensure that pages are in order prior to scanning. - Review scanning start sheets to ensure the documents attached match the information on the start sheet, look up in eFACTs system to verify start sheet accuracy if necessary. - Operate sheet-fed high-speed document scanners and large format map scanner to scan prepped documents or files into DEP’s OnBase system. - Verify completeness and accuracy of scans prior to committing the scanned document to the OnBase System Workflow for QA Review. - 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. - Must be able to work with a high volume of documents daily. Backup switchboard operator. Screens and routes incoming calls to proper personnel and takes messages. Required to have a thorough knowledge of records management practices and principles, basic file systems and their uses, and responsible for the implementation thereof according to established Department procedures. Knowledgeable of the operation and maintenance of all office machines related to Records Management. Must maintain a neat and organized personal work area. Attends meetings, seminars, training and conferences, as necessary. Promotes the Department's mission. This job 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 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. Close supervision is provided by the Clerical Supervisor during the initial training period. Work is reviewed periodically by the Clerical Supervisor. New projects are discussed with Clerical Supervisor prior to commencement. |
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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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