|
Commonwealth of Pennsylvania |
|
|
POSITION DESCRIPTION FOR JOB POSTING |
|
|
Position Number: 00026220 |
Description Activated On: 5/22/2026 8:56:36 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 clerical support for the Dealer Agent Services Unit, Regulated Client Servies Section under Customer Service Division. The clerical assistant 3 prepares and mails sanction letters for violations of agent contracts and state regulations. Composes and mails hearing notices for dealer plate regulations. Uploads Pennsylvania State Police state investigation reports as well as other duties as assigned by supervisor/manager. Completes the transactions to process title and registration paperwork that was never submitted to the Department. Responsible for creating case files from audits conducted by the Department and processing of title and registration paperwork from agents who are under suspension. |
|
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. Description of Duties: Work is assigned and reviewed by Dealer Agent Services Unit Supervisor and Regulated Client Services Section Manager. Processes customer applications submitted for title and registration transactions which are the result of agents/dealers going out of business or have an administrative stop on their record. Also process title and registration applications as required based on the variable documents that are presented to them. Processes requests for reissuance of In-transit Tags. Completes mail runs and pick ups Assists customer at Customer Service Window as needed. Issues extensions on customer’s temporary registration for agents/dealers that are out of business or who have an administrative stop on their record. Determines if the extension can be issued, what information is required to extend the temporary registration and completes the proper documents required to issue the extension of registration. Updates status of open cases on Dealer Agent Services Unit Open Case file Maintains log issue date and expiration date of temporary registration extensions processed. Processes work submitted by other areas that have active stops on Dealers and Agents. Submits invoices for Recovery Fund for terminated Dealers and Agents. Submits bond claims Updates various spreadsheets in Excel Prepares letter for invalid payments Places bond stops on agent records based on Bond Cancellation notices for agent bonds and updates DAS and IMS systems accordingly. Issues warnings and suspension letters to dealers, full agents and messengers for violations of the Vehicle Code and/or Department regulations. Places administrative stops on dealer, agent or messenger services records. Processes Invalid Payment Report and places or rescinds stops on records. Assists in reviewing Pennsylvania State Police reports and makes recommendations as the proper action to be taken which may result in sanctions on the dealer, full agent or messenger. Updates spreadsheets and work processed logs. Maintains a close contact with the Pennsylvania State Police, Vehicle Fraud Investigators, Risk Management Office, Quality Assurance Officers and independent contractors regarding enforcement of regulations as well as requested inspections of messengers, full agents and dealer businesses as a result of complaints or audit findings. Presents a professional, courteous image to represent high Departmental standards. Determines when human needs of a customer are not being recognized and realizes when the customer will disrupt the business transaction or create conflict situations and takes independent action to resolve the situation. Must have full knowledge of the Motor Vehicle Code, Bureau forms, procedures and regulations adopted by the Department of Transportation pertaining to authorized agents of the Commonwealth. Shows empathy for customer’s problems and resolves, taking whatever action is needed regardless of the areas affected, without supervisory assistance. Identifies customer’s needs and interprets the Motor Vehicle Code, policies and procedures to the customer’s level of comprehension. Explains policy and procedures in such a manner that the customer is confident of direction given. Responsible for ensuring that the correct fee waiver code is used and properly documented whenever a fee waiver is necessary to process a customer transaction. Complies with all aspects of the Fee Waiver Guidelines. Attends meetings and training programs as required. Responsible for performing other related duties as required. Process title and registration applications from dealers as required based on the variable documents that are presented to them. Attends meetings and training programs as required. Responsible for performing other related duties as assigned. Career Development a. Take an active role in identifying areas where they could develop b. Complete a Career Development Plan c. Pursue and actively participate in developmental opportunities d. Capture and share tacit and explicit knowledge of the job |
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. Assists administrative staff in reviewing all reports and makes recommendation as the proper action to be taken which may result in sanctions on the agent or messenger. Makes independent decision that deviate from standard procedures without supervisory assistance. |
||||||||||||||||||||
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.
|