Clerical Assistant 1, Records Scanning (Limited Term)

Are you a detail-driven individual with strong organizational skills and an interest in supporting meaningful environmental work? The Department of Environmental Protection (DEP) is seeking motivated candidates for Limited-Term Clerical Assistant 1 positions. This role offers an excellent opportunity to build your experience in a dynamic, fast-paced setting while contributing to the efficiency and success of our Northeast Regional Office. Join our team and put your talents to work in a role that truly makes an impact.

In this role, you will be responsible for preparing documents for digital conversion and ensuring the accuracy and integrity of records entered into the DEP's OnBase Document Management System. Your work will involve reviewing and organizing physical files, operating high-speed scanning equipment, verifying data, and maintaining precise electronic records in accordance with DEP standards.

Key Responsibilities

• Review physical documents to remove staples, bindings, and other obstructions, ensuring pages are properly organized for scanning.
• Confirm that documents match the corresponding scanning start sheets, using the EFACTs system for verification when needed.
• Operate high-speed sheet-fed scanners and large-format map scanners to convert documents into digital format.
• Verify scan quality and completeness before finalizing files in the OnBase System Workflow for quality assurance review.
• Update the DEP's Records Management System (RMS) to reflect successful electronic conversion and OnBase upload.
• Enter data in the required format to meet DEP data-quality standards, using system tools to minimize errors and duplicative entries.

Interested in learning more? Additional details regarding this position can be found in the position description.

Work hours and additional information:

• Limited Term, Full-Time employment without benefits (9 months)
• Work hours are 8:00 AM - 4:00 PM, Monday - Friday, with a 30-minute lunch.
• Telework: You will not have the option to telework in this position.
• You will receive further communication regarding this position via email. Please check your email, including spam/junk folders, for these notices.

QUALIFICATIONS

Other Requirements:

• You must meet the PA residency requirement. For more information on ways to meet PA residency requirements, follow the link and click on Residency Guidelines.
• You must be able to perform essential job functions.

How to Apply:

• Resumes, cover letters, and similar documents will not be reviewed, and the information contained therein will not be considered for the purposes of determining your eligibility for the position. Information to support your eligibility for the position must be provided on the application (i.e., relevant, detailed experience/education).
• Your application must be submitted by the posting closing date. Late applications and other required materials will not be accepted.
• Failure to comply with the above application requirements may eliminate you from consideration for this position.
• All application materials and interview responses must reflect the applicant's own experience, qualifications, and work. Applicants may use generative AI tools for preparation purposes only. Use of AI to misrepresent or falsify information, or to assist during interviews, is not permitted. Review the Guidance for Generative AI Tools & Job Seekers for additional information.

Veterans:

• Pennsylvania law (51 Pa. C.S. *7103) provides employment preference for qualified veterans for appointment to many state and local government jobs. To learn more about employment preferences for veterans, go to www.pa.gov/agencies/employment/how-to-apply.html and click on Veterans.

Telecommunications Relay Service (TRS):

• 711 (hearing and speech disabilities or other individuals).
  
  

If you are contacted for an interview and need accommodations due to a disability, please discuss your request for accommodations with the interviewer in advance of your interview date.

The Commonwealth is an equal employment opportunity employer and is committed to a diverse workforce. The Commonwealth values inclusion as we seek to recruit, develop, and retain the most qualified people to serve the citizens of Pennsylvania. The Commonwealth does not discriminate on the basis of race, color, religious creed, ancestry, union membership, age, gender, sexual orientation, gender identity or expression, national origin, AIDS or HIV status, disability, or any other categories protected by applicable federal or state law. All diverse candidates are encouraged to apply.

• Completing the application, including all supplemental questions, serves as your exam for this position. No additional exam is required at a test center (also referred to as a written exam).
• Your score is based on the detailed information you provide on your application and in response to the supplemental questions.
• Your score is valid for this specific posting only.
• You must provide complete and accurate information or:
  • your score may be lower than deserved.
  • you may be disqualified.
• You may only apply/test once for this posting.
• Your results will be provided via email.