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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00006758 |
Description Activated On: 6/26/2026 10:15:34 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. Provides administrative support within the Division. This support includes but is not limited to being responsible for daily operations in the following areas: Vehicle Administration, Mailroom Operations, and Duplication and Print Services. Incumbent is responsible for ensuring operations are conducted efficiently and effectively. This position supervises two staff members; a Clerical Supervisor and a Clerical Assistant 3. This Position will report directly to the Division Chief assisting with daily operations of the Division. |
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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. Responsible for managing the Mailroom Operations, Vehicle Administration, and Duplication and Print Services. Duties are performed with considerable independent judgment, requiring minimal supervision by the Division Chief. DUPLICATION AND PRINT SERVICES: Administer all aspects of the department’s printing, publication, and production systems, including, but not limited to, editing, designing, maintenance, and printing. Incumbent assesses incoming print requests to determine if project can be performed in-house. PDE will provide print services for small productions. Incumbent works closely with Department of General Services’ (DGS) Bureau of Publications in the printing of large, complex jobs, or other printing needs. DGS will work with the incumbent to determine if certain print jobs would be more cost effective to outsource to another vendor. Utilizes DGS’s online PA Publisher site to generate print requests and upload documents for printing. Obtains quotes from DGS or other outside vendors if DGS cannot perform the service, which are then shared with PDE staff for final approval prior to printing. Advise and consult with program staff to assess contents, goals and parameters of publications to determine PDE printing requirements. Recommend alternatives to materials supplied by program staff where it could benefit and improve the overall impact of the final product. Compiles employee names and telephones numbers used in the quarterly updating of the on-line Commonwealth Directory. Submits any changes or updates to DGS timely for publication. This involves working directly with designated PDE staff in the collection and assembly of directory information. Performs all duties of the Publications Management Officer (PMO) as required by the policies set forth in Management Directive 220.9. Acts as the department liaison with the Bureau of Publications regarding policy and regulations for all departmental forms and publications. MAILROOM OPERATIONS: Incumbent, along with the Clerical Assistant 3, will serve as back up for daily mailroom operations which are primarily performed by the Clerical Supervisor and Clerical Assistant 2. Daily operations include, but are not limited to: sorting incoming mail and distributing to specific areas within PDE; sorting outgoing mail according to type, size, and address label for pickup by DGS couriers; logging and distributing all incoming FED EX, UPS, and USPS Express mail received from Commonwealth Mail Center; logging all outgoing certified and insured mail and ensuring delivery receipts are received back from DGS; ensuring that all overnight mail requests are accompanied by pre-approval form. Contact UPS or FEDEX directly when pick up services are required for parcels misdelivered to PDE – parcel must already have a prepaid label from the vendor that the shipment is coming from. Follow up with UPS account on incorrect and/or fraudulent charges invoiced (backup for Clerical Supervisor). Work with PDE Accounts Payable contact to ensure only correct charges are paid. Ensures that all required information is provided on the label; contacts UPS or FED EX for billable services that have not been received by the department; contacts DGS for late/emergency pickups. VEHICLE SERVICES: Incumbent serves as the department’s Automotive Officer as well as the DGS automotive liaison, responsible for the acquisition, leasing (from DGS), maintenance, scheduling, replacement, and disposition of department’s automotive fleet consisting of 8 long-term leased vehicles as well as additional short-term leased vehicles as requested by specific program areas. Incumbent will participate in all meetings held by DGS Automotive. Division Chief will serve as back up for attending these meetings. Serves as the liaison for Enterprise rentals. Reviews, analyzes, and attempts to resolve any issues with reservations or charges. Contacts the agency’s Enterprise representative for assistance as needed. Prepares all reports and forms related to the automotive fleet, DGS leasing, and Enterprise rentals. This includes, but is not limited to, Monthly Automotive Activity Reports, Monthly Enterprise Rental Reports, statistical and special reports, and taxability forms. Incumbent ensures charges are correctly coded and amounts are accurate. Inputs Non-PO Invoices into SAP to pay the Monthly EZ Pass bill. Processes accident reports per DGS’s Bureau of Vehicle Maintenance guidelines, investigates alleged violations of Commonwealth rules relative to authorized use of PDE fleet, DGS leased vehicles or Enterprise Rental vehicles. Responsible for ensuring fleet vehicles are routinely washed and receive routine maintenance which is scheduled at the Commonwealth Garage and includes Oil Changes and Inspections. In a backup capacity to the Clerical Supervisor and Clerical Assistant 2, will assist with transporting vehicles to and from the DGS garage for maintenance as well as updating the Vehicle Maintenance log which involves keeping track of vehicle mileage to determine when vehicle is ready for inspection, oil changes, tire rotation and other routine maintenance needs. Responsible for ensuring each fleet vehicle is equipped with an EZ Pass transponder. Requests new or additional transponders as needed. Maintains current fleet and transponder data. Responsible for ensuring drivers of Commonwealth Vehicles have an appropriately assigned telematics fob to identify each driver. Uses the CalAmp site to assign fobs and pull reports regarding vehicle usage and metrics. Incumbent ensures drivers have been added to the Commonwealth fleet system for access to use the gas cards. Monitors gas card usage and monitors account coding to ensure it is current. PARKING: Incumbent will serve as backup to PDE Parking Officer. Incumbent will share responsibility for managing the Parking Resource Account. Incumbent will assist with assigning temporary parking passes on an as needed basis. As requests are received, generally through the parking Resource Account, incumbent will assist by advising requester if we are able to accommodate their request. Incumbent will check the Excel spreadsheet for temporary parking pass availability for requested date(s) and respond accordingly. Procedure will involve submitting email to the DGS Parking RA and assigning parking to employee on a temporary basis using one of the available temporary passes listed on the spreadsheet. In addition, incumbent will assist with special requests for parking at the Forum. These requests are considered on a case by case basis and are dependent upon availability. If approved, incumbent will need to print a parking pass for requester to place on their dashboard as evidence of permission to park. Additionally, incumbent will assist with updates to staff currently authorized to park through PDE. This is done through a system known as TRIRIGA. Incumbent will have access to TRIRIGA which serves as a database used in part for tracking of employees who have assigned parking in various garages used by PDE. Incumbent will update database adding, deleting or editing parking information which involves multiple data entry components such as employee name, employee number, employee badge number, and license plate information. RECORDS TRANSFERS: Assists Division Chief with coordinating transfer of appropriate records to the State Records Center (SRC). This includes, but is not limited to, ensuring boxes are collected from designated areas and staged in designated space until date of transfer. Boxes will be assembled and shrink wrapped in accordance with DGS guidelines. Records transfers are ad hoc as needed throughout the year. GENERAL: Ensures procedures maintained by the Division of Operational and Support Services are kept current and available for access by department staff. Incumbent will make recommendations to the Division Chief concerning the purchasing and/or leasing of equipment for duplicating and mailroom. This may involve engagement with vendors or Commonwealth staff about products; collecting quotes; evaluating the data collected to make the decision on best equipment to meet PDE’s needs. Review and submits for approval all PDE Memorandum of Understanding (MOU) and Purchase Orders/Miscellaneous Orders involving printing, mailing and/or distribution of PDE materials. In a backup capacity to the mailroom team, incumbent may be responsible for contacting the contracted shredding company by phone to schedule pickup of full bins and delivery of empty bins. Incumbent may also need to retrieve full bins from floors and replace with empty bins upon request. In a backup capacity to the Clerical Supervisor and Clerical Assistant 2 position, incumbent will assist as needed with packaging of the Right to Know Law documents, include but is not limited to, assisting with loading RTKL responsive information onto USB drives when it is necessary to send RTKL final responses via overnight mail. Perform other related duties as needed to efficiently meet the reprographic, mail, and automotive needs of the department. |
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. Makes routine decisions on a continuing basis regarding the most cost-effective methods to implement the Department's printing, mailing, and automotive requests. Determines content for training classes/sessions. Discusses sensitive issues, high cost purchases, and policy issues with the Bureau Director, as appropriate. |
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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. Class C Driver's License 2. N/A 3. N/A 4. 5. 6. |
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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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