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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00032385 |
Description Activated On: 9/1/2026 3:04:31 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. Performs as the clerical assistant for the District Traffic Engineer and related staff by providing clerical, data entry, and skilled support. Responsible for maintaining the schedule for the manager, as well as staff. Also responsible for answering the telephone and directing calls to the appropriate staff member. |
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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. Reference Expected Work Results for specific duty expectations. Generally: Customer Service •Record concerns within CCC system and monitors timely and accurate response. Safety •Assess your environment and be responsible for your safety, the safety of co-workers, and the public •Attend required safety training and adhere to the requirements of all safety manuals, policies, and laws. •Immediately report to your supervisor any incident, unsafe practice, or near miss. •When in an enclosed environment (office buildings, confined spaces, flagger stations, equipment pinch points, etc.), know your evacuation process and escape route, your communication protocols, and appropriately react in the event of an incident. Communication •Receive customer concerns in a courteous and professional manner •Maintains the online Customer Care Center concerns for the appropriate units, notifies the responsible responding party, forwards a copy of the concerns to appropriate staff, and maintains a tickle file to monitor response. Informs ADE-M weekly of concerns due for upcoming week. •Distributes mail to maintenance and traffic at least twice a day. •Prepares meeting minutes within five work days of the meeting. •Initiates and coordinates program to convert Maintenance Route files to Electronic Data Management System (EDMS). •Functions as the Records Retention Coordinator for the Maintenance Unit. •Solicits and collects necessary information for staff training. •Enters and tracks legal agreements in LATS. Workforce Development •Take an active role in succession planning by completing a Career Development Plan in collaboration with the supervisor. In conjunction with the supervisor, participate in knowledge management/transfer by identifying key aspects of the job and sharing explicit and tacit program/technical knowledge with other employees. •Maintain a Desk Manual; updated and reviewed by your primary position back-up annually. General Duties: •Functions as Maintenance Unit Travel Arranger. •Answers incoming customer calls promptly and courteously, collects appropriate information and either handles the request or forwards it to the proper person. •Types a variety of correspondence, reports, agendas, itineraries, transactions, agreements, inter-departmental correspondence and other materials accurately. Meet typing deadlines established by the unit supervisors and managers. •Proofreads varying types of materials to insure that information is grammatically correct, complete, consistent, and adheres to agency rules and regulations. •Use E-mail for required applications. •Maintains the calendar for the ADE-Maintenance and other managers as identified by the ADE-M. •Ensure the ADE-M has appropriate information prepared for meetings in advance. •Schedule meetings and conference rooms. Prepares agendas for meetings and transcribe dictation from meetings as required. •Understands maintenance and traffic terminology and abbreviations. •Collect, sort, and distribute unit mail and maintain tickle and general filing. Insures mail is processed in the most efficient manner. •Maintain attendance records and sign-out board. •Screens telephone calls and visitors, then transfers calls or refers visitors to the appropriate person for the information desired. •Maintains section files of reports, records, correspondence, procedural memorandums and other bulletins. •Makes reservations for sectional personnel who are required to travel. •Proficient in the use of a Personal Computer and Microsoft application. •Uses District letter and form templates. •Provides guidelines and training to new clerical employees. •Types confidential information including but not limited to Employee Performance Ratings, disciplinary actions, and other information. •Types job descriptions and maintain the file for each position in traffic and maintenance. •Scans and upload contracts and purchase orders in excess of $5000 to the Treasury Data Base for purposes of Right to Know Law. SEMP •Recognizing that everyone is involved in the District’s actions to demonstrate Sound Environmental Practices, each employee fulfills the maintenance unit business plan objectives related to Sound Environmental Maintenance Practices (SEMP). Also, support the efforts of other employees to meet these objectives. Attends environmental training identified for this working title in the District SEMP Manual for Sound Environmental Practice •Provides switchboard coverage and front office coverage on assigned dates. •Assembles handouts, booklets and other materials •Downloads and save photos Fair Labor Standards Act (FLSA): Unless directed otherwise by your supervisor or manager, comply with stated work hours for the 7.5 hour day. Perform other related duties as assigned. |
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. Able to answer basic level questions related to Maintenance Unit responsibilities and/or direct such questions to the appropriate responsible individual. |
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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. 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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