|
Commonwealth of Pennsylvania |
|
|
POSITION DESCRIPTION FOR JOB POSTING |
|
|
Position Number: 50699913 |
Description Activated On: 5/21/2025 11:18:00 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, assigned to the Southcentral Regional Office, is responsible for providing clerical support to the Permitting Section of the Clean Water Program and works in tandem with other 2nd floor clerical staff to maintain phone, mail, and general administrative coverage for the 2nd floor within the Regional Office. The employee in this position is expected to perform a variety of administrative assignments with considerable independence, prioritizing his/her own work. |
|
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. 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. Performs the initial intake process for incoming Clean Water permit applications within 3 days of receipt. Applications are submitted both via paper and electronically via the Public Upload System (PUP). The intake process includes assigning a number and entering the permit data into the eFACTS database before the application is assigned to a reviewer. Logs and processes all permit fees through eFACTS, in accordance with regional check processing procedure. Creates and submits refund forms for refunding overpayments or unnecessary fees. In support of the transition to a paperless environment, assists with both creating start sheets for OnBase uploading and actually uploading items to the system. Responsible for submitting weekly non-automated PA Bulletin publication notices for the CW Planning and Permitting Sections via the PA Bulletin Solution system by the deadline established for that week. Informs Clean Water staff via e-mail of all postings submitted each week. Other Duties • Answers and directs calls for the Clean Water Program. Serves as telephone back-up to other 2nd floor clerical staff. Assists callers when possible or forwards to appropriate individual or section. • Responsible for processing incoming mail for both Clean Water and Waterways and Wetlands, which includes opening, date stamping, sorting and distributing to staff. • Reviews and replies to inquiries from the Permits Section technical staff, including but not limited to answering permit status, application and fee questions. • Types letters and reports as requested to support the permitting program. • Serves as administrative liaison between the technical staff, Central Office staff, applicants, and/or consultants. • Provides input to Section Chiefs and Program Manager on suggested program improvements and initiatives. • Maintains and utilizes data in eFACTS and validate data transfer to WMS. Works closely with Central Office Clean Water staff to ensure consistency. • Processes outgoing mail for the permits section, sending it out in a timely manner. • Maintains desk manual of permitting policies and procedures. • Serves as backup to main receptionist if needed. • Assists other sections/programs as needed 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 supervisors. |
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. Job priorities and instructions/procedures are determined with assistance from the Clerical Supervisor. The clerical supervisor monitors work performance by spot-checking and discussions with program staff. |
||||||||||||||||||||
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 |
||||||||||||||||||||
Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
|