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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00011772 |
Description Activated On: 9/28/2026 2:45:09 PM |
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 functions as the supervisor of the Equipment Management Section of the Division Office Planning and Facility Support Services. Reviews and develops policies and operating procedures for the vehicle fleet. |
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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. Policy Management Maintain knowledge of various office management methods related to Commonwealth and DEP equipment and driver management directives, policies, and procedures. Reviews policies annually. Updates policies and procedures according to industry advancements and current practices. Creates and implements new policies and procedures by consistently monitoring driver behavior, accident claims, vehicle maintenance records, and telematics data. Maintain knowledge of Commonwealth management directives, policies, and procedures related to automotive laws and standards and driver taxation policies and procedures. Reviews driver taxation records quarterly. Ensures home storage assignments are current and taxation methods are being applied in accordance with policy. Maintain knowledge of Commonwealth and federal equipment and driver laws. Ensures laws are being adhered to by all DEP employees by monitoring accident claims, vehicle maintenance records, violation notices, and telematics data. Provide direction to departmental staff ranging from clerical staff to executive leadership in relation to Commonwealth and DEP equipment and driver laws, policies, and procedures. Observe and monitor operator behavior. Reports infractions to leadership and HR. Assists in investigations by researching and compiling driver and vehicle data reports. Interprets data to HR and leadership by maintaining knowledge of reporting procedures and standards. Maintain secured storage and retention of sensitive data such as driver names, driver’s license numbers, addresses, driver tracking data, and vehicle tracking data. Ensures sensitive data is only provided to authorized staff in accordance with Commonwealth and DEP policies and directives. Reporting Analyze, develop and maintain continuous account of the department’s equipment related operational costs by reviewing and analyzing records monthly. Develops and implements efficiency improvement methods such as vehicle reassignments, vehicle disposals, fleet reduction, and automotive standards enforcement. Provide leadership with proposed fixed asset budget requirements for future spend plans by compiling and analyzing historical purchase data; current fleet mileage, condition and utilization; calculating projected fleet utilization and condition; and estimating future industry variations and advancements. Analyze and compile operator/vehicle behavior tracking reports to HR staff in accordance with management directives and policies by compiling reports from multiple databases. Analyzes and reviews reports for accuracy. Vehicle Management System Development Analyze, research, negotiate, and direct the procurement, development, and implementation of advanced vehicle management and reservation system program to create consistency across all DEP program areas while improving fleet efficiency by providing increased access and opportunity for pool vehicle utilization. Reviews the department’s traditional vehicle management software, procedures, and processes through direct management of program. Evaluates and analyzes program’s effectiveness and efficiency. Research potential remedies through internet searches, vendor correspondence, and contacting various sources within the fleet management industry. Coordinates with several potential vendors, examines multiple systems, and analyzes their effectiveness to meet required criteria. Selects an effective and efficient system upgrade based upon research and findings that meet the department’s strategic goals. Corresponds with Commonwealth, DGS-BVM vehicle management staff to gain knowledge and feedback. Coordinates with vendor over several occasions to further research and analyze their program. Coordinates with leadership, executive staff, procurement, HR, legal, and IT; negotiate the contract and procurement of software and hardware. Directs and assists in the development and design of the software system. Directs the installation of the hardware system. Directs staff training for the new system. Direct deployment of the new system. Observes, analyzes, and regulates newly deployed system through direct management. Negotiates the contract and procurement of the new system to be deployed department wide. Directs the deployment and installation of hardware systems to remaining DEP locations. Administers training of the new system to various departmental staff. Continues to manage and develop the program directly. DGS Vehicle Database Upgrade Coordinate with DGS to review, train, and implement new RTA vehicle management system for DEP equipment. Update internal DEP processes according to newly established procedures by DGS. Update internal DEP vehicle data; DGS has discontinued the use of equipment numbers and now identifies vehicles and equipment by the last 8 digits of the serial number, requiring active and future DEP equipment records to be revised. Implement changs and train DEP administrative staff on newly established processes and procedures. Surplus Management Manage, coordinate, and direct all Surplus operations functions in accordance with DGS’s 10-year SOUP initiative by reviewing contracts; coordinating with contracted vendors; coordinating, negotiating, and compiling bid proposal documents for non-contracted vendors; planning, coordinating, and executing removal of excess property from multiple floors from RCSOB; monitoring staff and vendor progress to ensure project is on task and timelines are within scope. Manage, coordinate, direct, and advise department staff on the removal of office equipment from DEP regional and district offices throughout the Commonwealth by reviewing contracts; coordinating with contracted vendors; coordinating, negotiating, and compiling bid proposal documents for non-contracted vendors; travels to DEP regional locations to obtain insight and provide guidance to regional department staff. Ensure all excess property is disposed of in accordance with the Commonwealth’s and DEP’s sustainability and reduced landfill initiatives. Fixed Asset Coordinator Analyze department fixed assets by compiling reports through SAP. Reviews reports and rectifies discrepancies by capitalizing or retiring fixed asset records prior to providing reports to the Office of Budget quarterly. Ensure fixed asset purchase values are recorded and reported accurately. Complete value reporting actions when values are not reported properly. Modify incorrectly reported values. Vehicle Purchasing Develop and maintain continuous account of all department equipment purchases. Compiles and reviews utilization reports; suggests vehicle replacement based on utilization, age, current operational costs, and projected operational costs. Reports data and guidance to department staff regarding equipment availability, active purchase orders, purchase status, and current fund commitments. Coordinates with Fiscal, DGS, and Office of Budget to maintain fixed asset purchasing coding and amounts. Coordinates with vendors to confirm pricing, options, and availability; rectify discrepancies; adapts to unexpected modifications, develop and implement resolutions in response to significant revisions. Responsible for occasionally driving Commonwealth-owned vehicles for delivery, surplus, and various maintenance reasons throughout the state. Vehicle Accidents Process, monitor, and analyze vehicle accidents. Develops and implements improvement methods, policies, and procedures. Coordinates with DGS Claims and vendors to ensure accident repairs are completed efficiently, cost effectively, and safely; coordinates with DGS FARM, BAFM, and insurance companies to report and process accident claims involving private parties; coordinates with DGS FARM, BAFM, and insurance companies to obtain, review, and process refund of expenditures for claims involving Commonwealth vehicles damaged by private parties. Responsible for establishing performance standards, evaluating performance and determining plans to meet objectives and managerial needs and unit and staff. 1. Promotes and exemplifies the Department’s Mission, Vision, and Values in all aspects of work performance and professional conduct. 2. Advances DEP’s strategic priorities through collaboration, commitment to data-driven decision-making, delivery of high-quality customer service, and active participation in modernization and continuous improvement initiatives. 3. Inputs, maintains, and updates data in prescribed formats to meet data quality standards established through guidance, training, policy, and procedure across all DEP electronic data systems. Responsibilities include ensuring the accuracy, completeness, consistency, and integrity of all entries, as well as utilizing available system tools and validation processes to minimize duplicate records and data quality issues. 4. Complies with all applicable laws, regulations, policies, procedures, guidance, and training requirements related to assigned duties and DEP electronic data systems. 5. In conjunction with the supervisor, participates in knowledge management and knowledge transfer efforts by identifying key aspects of assigned duties and proactively sharing knowledge with other employees to support continuity of operations and organizational effectiveness. 6. Develops, maintains, and annually updates a comprehensive desk manual documenting essential duties, standard operating procedures, workflows, system processes, key contacts, reference materials, and other critical operational information necessary to support continuity of operations and effective knowledge transfer. Employees are responsible for ensuring desk manuals remain accurate, current, and accessible in accordance with Department requirements. 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 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. Supervises the review of Department records and automotive information system reports to evaluate vehicle maintenance and operation. |
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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. 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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