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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 50589666 |
Description Activated On: 6/21/2023 9:02:51 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. The incumbent in this position provides administrative, clerical and office support for the Waterways & Wetlands Program. |
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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. Waterways & Wetlands has 2 separate and distinct sections: Permitting and Technical Services Section (Water Obstruction and Encroachment Program, Dam Safety Program, NPDES Programs) and the Planning and Assessment Section including the Compliance Unit. This position provides clerical support for the entire Program. Duties and Responsibilities: Responsible for the administrative review of NPDES Permits and General Permit applications. This requires basic knowledge and understanding of laws, regulations, various guidance documents, and fact sheets to be able to communicate the information to the public and the regulated community. Ensures that various permit applications have all appropriate information and fees. This involves coordination with Program staff and other DEP Programs Sections (i.e. Water Supply). Acceptance of an application includes making a determination of the type of application, which involves checking logs and previous submissions for duplication. Assigns permit number to the application. Forwards reviewed applications to the Section Chief for assignment. Enters permits into eFACTS in accordance with PDG, PRP time frames outlined in SOP. Prepares the Records of Decision template on the Program’s shared file when an application is received. Creates, updates and electronically submits PA Bulletin Notices (applications, actions or environmental assessments) to Harrisburg weekly and verifies items are published, updates database and log book to reflect publication date and provides a copy of the publication for the project file. Responsible for the update and maintenance of the database tracking system for NPDES earth disturbance impact area fees. This involves confirming, to the conservation districts, receipt of the fee and requesting additional fees if needed. Receipts checks for permits, violations and penalties. Responsible for preparing memos to PA Fish and Boat Commission and sending a copy of 105 permit applications for their review and comment. Responsible for processing authorizations (permits), fees and enforcement fees. Includes querying the system for duplicate records, making revisions to existing data when necessary, creating new records where warranted. Updates program logs when permits are issued or milestones are achieved related to stream and wetland mitigation permit conditions. Creates clients, sites, etc. for each new permit application that is received. Distributes copies of permit applications to the appropriate parties and mails or distributes copies of the permits upon issuance. Responsible for maintaining and entering information into the permit section’s databases and maintaining the filing system for these permits. Updates and maintains permitting filing system. Also responsible for: requesting and returning files from Central Records, coordination with Regional File staff when file reviews are scheduled, ordering and obtaining files from record retention or the Conservation District to satisfy file review requests, and providing files to legal section for review prior to forwarding file to the Regional File staff. Responsible for preparing files for retention to the Records Retention Center in Harrisburg and scheduling when files can be shipped. This involves preparing a list of files being sent and checking information on list for accuracy and coordinating information with boxes prepared for retention. Maintains the General Permit and NPDES tracking log books and updates logs when permit decisions are made. Responsible for maintaining and ordering Program office supplies, as needed. Responsible for Program’s typing, copying, distribution and mailing needs for letters, memos, permits and reports. Reviews correspondence for grammatical accuracy, typographical errors, proper format and completeness. Respond to public inquires and assists visitors regarding laws and regulations concerning the Program by providing pertinent copies of applications and procedures for filing and website locational information for laws and regulations. Screens telephone calls and takes messages, handling routine matters and referring calls that cannot be managed through the proper channels. Directs complaints through the complaint management process. Processes and distributes incoming and outgoing mail. Adheres to the Section Chief’s process for managing receipt and distribution of application review responses provided by the applicant/consultant. Attends Section Chief and Program Manager staff meetings and participates by discussing any administrative procedural issues/concerns to solve problems or improve operations. Research and gather any associated permits requested for file reviews/RTK requests and coordinates with central files staff. Attends training sessions and meetings when necessary or as assigned by supervisor. Understand and promote the four pillars of the DEP Vision - Operational Excellence, Climate Leadership, Cultural Competence and Environmental Justice. 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 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 and 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. The incumbent in this position is expected to be aware of and carryout routine duties required to support the programs assigned to the support unit. Specific assignments outside of routine tasks are assigned by the supervisor who provides assistance and as needed on-the-job training. The supervisor reviews the work by status reports with the employee, and consultation with the Section Chiefs and the technical people the incumbent supports. |
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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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