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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 50699501 |
Description Activated On: 4/21/2025 6:17:00 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. This position is responsible for the administrative management in support of the functional area of State Forest Operations (Operations & Recreation Division, Minerals Division, Myra Lloyd Dock Nursery, Silviculture Section). Provides high level oversight and operation of fiscal, contract, personnel, training, procurement, and general administrative management for this area. Additionally, this position is responsible for the administrative function oversight and management for the North Western Forest Region’s fiscal, budgetary, procurement, administrative procedures, and general administrative needs. The North Western Forest Region consists of Districts 4,8,9,10,12,13,14,15,16, and 20. This position also supports and performs oversight for the administrative staff in Myra Lloyd Dock Nursery. Provides oversight, training, supervision, and direction to the administrative professionals reporting directly to them who do work in the programs in the State Forest Operations functional area. Positions reporting directly to this supervisor include Administrative Assistant 1 Silviculture, Administrative Assistant 1 Operations, and Clerical Assistant 2 Operations. This position will also be responsible for analyzing, reviewing, and providing guidance regarding revenue for the State Forest Operations functional area for the revenue generating activities and provides oversight for Information Technology and training across the bureau. |
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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. Develops, oversees, and coordinates the administrative functions for the Operations & Recreation Division, Minerals Division, Myra Lloyd Dock Nursery, and Silviculture Section. Serves as an administrative liaison for 10 Forest Districts reporting to the North West Region for budgeting, human resources, procurement, fiscal management, training, administrative policies and general administrative procedures. The administrative program being led by the incumbent will focus on human resource work (Personnel administration, labor relations), procurement, contracting, records management, budget preparation, fiscal management, and will provide guidance on policy and procedures. Reviews, analyzes, and develops program policies and administrative operating procedures in these areas. GENERAL Provides support and guidance to the Forest Districts, Mira Lloyd Dock Nursery, and Woodshop field administrative staff; acts as a liaison for Administrative Services. Coordinates and directs administrative activities and support services by planning, organizing, assigning, and evaluating the work of their subordinates in the functional area. Ensures that audit trails and internal controls are supervised in such a manner to maintain and support the integrity of fiscal, accounting, human resources, and procurement functions within the functional area. Oversees administrative field staff and program area staff regarding records management, filing systems, and general administrative support and guidance. Ensures regular communications are widely distributed for the functional area regarding policies, procedures, deadlines, upcoming events, trainings, and other important announcements. Assesses telecommunication needs, making sure equipment is up to date and inventoried. Analyzes and makes recommendations for updates to telecommunication and software needs if necessary. Plans and prepares statewide meetings according to Commonwealth policy for the programs under the State Forest Operations umbrella. HUMAN RESOURCES Liaises with the DCNR Human Resources Office to effectively manage Human Resource (HR) matters. Serves as a coordinator by reviewing, assessing, making recommendations, and providing technical assistance to program managers regarding commonwealth HR policies. Oversees and manages salary and wage complement for the functional area and coordinates with other functional areas (Stewardship, Protection, & Conservation – South East Region and Planning & Administration) on any position exchanges and personnel actions. Responsible for managing a complement of approximately 230 salary and 165 wage positions, 395 total positions, for the functional area. Advises Division Chiefs, Program Managers, and Regional Forester on complex and sensitive issues related to employees. Analyzes employee discipline problems and advises on complex employee issues to determine involvement with Employee Relations section. Ensures benefit information is made available to Regional Managers and Program Managers for wider distribution to their employees and responds to requests for more information about benefits. Manages the administrative and clerical staff reporting to them in this functional area with oversight of the work activities they are engaged in, including time and attendance, SAP transactions, Aspira Transactions, Business Warehouse reports, PAR submissions, record keeping, budgeting, grant management, support tickets, and any other clerical/administrative tasks associated with their job duties. FISCAL MANAGEMENT & BUDGETING Prepares budget projections, budget allocation, and monitoring for Operations & Recreation Division, Minerals Division, Myra Lloyd Dock Nursery, Silviculture Section in collaboration with the administrative and program staff working in these programs. Ensures the correct ledgers and expenditures are kept organized, independently coordinates corrections if errors are found upon review. Prepares and analyzes periodic financial reports monthly and quarterly to review and discuss trends and make recommendations regarding spending and use of funds to managers. Works with the Regional Manager for State Forest Operations to ensure budget projections are occurring for the field offices. Analyzes and makes recommendations to the Regional Manager regarding the overall regional budget to determine if the budget is operationally meeting the region’s needs. Reviews and approves Expenditure Adjustments and Purchasing Card Applications submitted by management and administrative staff in functional area according to the Bureau of Forestry and DCNR fiscal management policies. Independently responds to fiscal requests regarding transactions, corrections, and projections needed for the region and functional area. Oversees the following appropriations on behalf of the functional area with a total budgetary oversight amount in excess of $14,000,000 annually; Dirt & Gravel Roads (10398), Oil & Gas Infrastructure (11191), ATV Management (26452), Snowmobile Management (26453), Liquid Fuels (60419, 60420), Forest Regeneration (26464) and Quehanna Act Fund (60151), and Key (30251) in collaboration with the program managers who utilize these funds. REVENUE Analyzes monthly revenue projections for multiple areas including Silviculture’s Timber Sales, Operation’s Division right of way billings, camp leases, Myra Lloyd Dock signage sales, ATV Permit sales, and other sources of revenue for the functional area. Responsible for revenue for these areas in excess of $48,000,000 annually. Provides monthly revenue reports for each of these areas. Makes procedural recommendations, provides periodic reports, and guides changes to process as deemed necessary. Meets with the Division chiefs and administrative staff to discuss and report on revenue trends and current progress in combination with liaising with fiscal management on the reporting for budgetary and accounting purposes. Assists with and guides any transactional corrections found during reviews. Coordinates with Minerals on reviewing the Oil & Gas Revenue projections for fiscal reporting purposes only. Provides Aspira One reporting, also known as Reserve America, to the Operations Division Chief and directors/assistant directors to provide insight regarding sales across the Forest Districts and Mira Lloyd Dock Nursery. Oversees collections actions for past due right of way billings, camp leases, and other billings instrumental to operations. Provides guidance regarding collections actions according to commonwealth policy and provides strategic recommendations to regional managers and Silviculture chief for collecting revenue for timber sales blocks. For cash on delivery purchases like ATV permits and campsite reservations, the incumbent makes recommendations regarding updates to procedural processes. PURCHASING/PROCUREMENT Oversees and advises on complex procurements that occur throughout the year for the North Western Region and the State Forest Operations functional area. Assists, advises, and liaises with DCNR Central Procurement regarding high priority procurements, renewals, and contracts necessary to keep each division/section in the functional area operating efficiently. Oversees vehicle and large equipment orders by coordinating with the Department of General Services regarding procurement, tracking, and delivery of vehicles. Coordinates with the Operations Division Chief on Vehicle/Equipment replacements and tracking mechanisms to ensure accuracy when ordering necessary vehicles and equipment for the forest districts and programs for the entire bureau. Additionally, tracks, monitors, and reviews EZPass accounts and DGS vehicle repairs to make sure charges are flowing to the correct operational areas. Supports various shopping cart to purchase order functions within the bureau by advising on RFQ, ITQ, RFP, and IFB functions tied to central procurement, including helping to trouble shoot complexities with carts, purchase orders, invoices, goods receipts, and funds. Information Technology (IT) purchasing for the bureau will be part of this position’s purview. IT/TRAINING Oversees the efforts to procure IT applications, procure IT equipment, and relationship building with Office of Administration (OA) IT for the Bureau. Makes decisions regarding the recommendations for updates to current set up and structure of Network Systems in coordination with OA IT. Ensures tracking of peripherals and equipment is ongoing, including ensuring telecom charges are being accounted for in the correct operational areas. Training will also be an area of bureau wide oversight for the incumbent. Ensures that compliance with commonwealth policies regarding training are met for all the various positions, needs, and activities that happen within the bureau. OTHER Additional duties include planning, organizing, and coordinating meetings for the statewide programs in the State Forest Operations functional area. Monitors budget and spend plans for the functional area, including special funds and other lapsing funds awards to each division in the functional area to ensure analysis of spending is happening. Responsible for other duties assigned by the 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. Considerable independent judgement is exercised in this position regarding planning, assigning, and evaluating the work of subordinates. Work is performed independently by adhering to established Commonwealth rules, regulations, and procedures. Results are reviewed by the Administrative Section Chief through daily contact, regular meetings, and reviews. |
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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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