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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00039616 |
Description Activated On: 6/30/2026 12:53:49 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 serves as the Automotive Fleet Coordinator within the Office Services Section of the Bureau of Administrative Services, and reports to the Vehicle Management Officer (Administrative Officer 1). This position coordinates usage of the Department’s Executive and Central Office automotive fleet. This position performs a wide range of fiscal, clerical, operational, and support tasks related to this function, which includes tracking data regarding statistical and historical usage regarding fleet utilization on spreadsheets. |
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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. AUTOMOTIVE FLEET COORDINATOR/DISPATCHER: Coordinates availability and usage of over 20 Central Office Vehicle Pool Fleet and Executive Staff Vehicles. Manages the Central Office Vehicle reservation process via the department’s on-line website, as well as requests made in person. Upon receiving vehicle reservation requests, this position is responsible for assessing the availability of vehicles and scheduling a vehicle to fulfill the request. If no vehicles are available, the employee is responsible for informing staff of alternatives available to them through the Department of General Services (DGS). Manages the overall condition of the vehicles. This includes independently scheduling routine maintenance, annual inspections, checking for damages, and cleanliness, taking appropriate action to resolve concerns. Special attention is required to assist Executive staff in the maintenance of their vehicles. Independently reviews and remedies all vehicle situations for the Executive staff. Ensures all routine maintenance and emergency repairs are handled promptly. This position must establish effective working relationships with various entities, which include program support, administrative, management and executive staff within DCNR as well as other Commonwealth agencies (e.g., Department of General Services), and vendors. Responsible for transporting passenger vehicles between various state facilities and/or vendors, as necessary. This requires the ability to legally operate a vehicle in Pennsylvania. This position must be knowledgeable of Management Directives relative to the operation of Commonwealth vehicles, selection of vendors and the process of reporting accidents. Responsible for purchasing various items needed for Central Office pool fleet vehicles, i.e., emergency road kits, ice scrapers, windshield washer fluid. Monitors the status of the Central Office fleet parking at various parking lots and garages for adherence to department policy. A courtesy contact is made to DCNR staff who are using DCNR vehicles from that location, to ensure employees did not mistakenly park a personal vehicle in a reserved space. Capitol Police must be contacted, if an unknown vehicle is parked in a reserved DCNR parking space. Point of contact for any agency vehicle recall notices (DCNR’s 2900+ fleet), which includes checking VMS for vehicle location and forwarding the recall notice to the appropriate program. If recall is for a Central Office pool or Executive staff vehicle, employee must schedule the recall service, forward invoice copy to DGS and file a dated copy in the vehicle folder. Responsible for filing all vehicle related paperwork in proper folders (electronic and paper) for future reference purposes. FLEET MANAGEMENT: Meets program staff at DGS garage for new vehicle pickup and old vehicle turn-in. Creates and maintains vehicle files for 4400+ vehicles and equipment. Submits required documents to DGS, BVM concerning any vehicle location and driver updates or changes, as well as ordering replacement registrations, plates, and fuel cards. Reviews all information in the Vehicle Management System (VMS) for accuracy and verifies all bureaus input monthly mileage information, as required for all vehicles assigned to their organization. Researches and resolves agency-wide PA Turnpike Toll-By-Plate invoices/violations. This often requires submitting appeals, due to inaccurate reading of license plate numbers from the PA Turnpike Commission, due to lack of clarity with the photos. FLEET USAGE – TRACKING & REPORTING: Verifies information for completeness/accuracy, resolving discrepancies and maintaining STD-554 forms (Monthly Automotive Activity Reports) for the Executive and Central Office fleet. Responsible for entering and tracking said data in the Vehicle Management System (VMS) and DGS M5 reporting database. This involves ensuring forms for equipment number; license number; bureau name and address; vehicles’ daily beginning/ending odometer readings; operator(s) name; location traveled to/from and verifying mileage/gasoline totals as reported on said monthly forms. Where discrepancies are found, this position is responsible for contacting the appropriate party to gain needed information and proceed with the required actions to find a resolution. Completes research and compiles historical data regarding pool fleet utilization. Said data is used in making recommendations to the Section Chief for consideration in replacing vehicles. RECORDS RETENTION: Serves as the Bureau of Administrative Services Records Retention Coordinator. FISCAL BACKUP: Purchasing Card Coordinator for DCNR’s 620+ PCards that account for $25.5 million of expenditures. Reviews new PCard request forms for accuracy and completeness and enters/processes new applications within US Bank access online. Follows established procedures for processing new PCards, maintaining PCard records, terminating PCards and setting temporary holds on PCards. Keeps track of temporary holds and temporary limit changes. Notifies Fiscal Division Chief before changing holds or limits for cards. Sends routine PCard notifications to cardholders and allocators. Ensures cardholders respond to comptroller monthly audit requests. Pulls PCard and lodging card defaults to identify errors and sends to Fiscal Division Chief for review and clarification. Enters and submits accounting entries to Comptroller for correcting PCard and lodging card default coding in SAP. Allocates monthly transactions for DCNR’s three lodging cards. Runs reports (BW/SAP) to review default accounts for PCard and lodging card defaults to ensure corrections posted properly. Must understand bookkeeping to prepare and submit accounting entries in SAP to correct default accounts. Fiscal staff determine the distribution coding for PCard rebates. Home Depot rebate is prepared annually, and the US bank rebates are prepared quarterly. The incumbent of this position enters and submits the accounting entries to Comptroller in SAP. Runs reports from US Bank to identify PCard coding errors prior to PCard interface with SAP. Provides the report with any identified errors to the Fiscal Division Chief for review. Works with purchasing cardholders and allocators to ensure coding errors are corrected prior to the interface with SAP. Maintains agency wide lists of both purchasing cardholders and corporate cardholders. Runs ad-hoc reports from US Bank for Fiscal Division Chief. Serves as Agency Corporate Travel Card & Airline Card Coordinator. Monitors delinquent accounts and notifies employees and supervisors in accordance with Commonwealth policy. Liaison between Agency and US Bank. Processes corporate card applications, as received. Serves as Agency Lodging Card Coordinator. Coordinates card usage for the agency. Reconciles monthly statements and prepares expenditure adjustments to allocate charges correctly in both the US Bank system and SAP. Runs Business Warehouse reports to support adjustments. Responsible for filing all paperwork/documentation regarding all DCNR payment cards (excluding purchase records for PCards, as this is done by each cardholder). Processes/prints DCNR Advancement Account checks per request from programs. Processes DCNR’s agency-wide monthly consolidated Verizon and AT&T bills for mobile phones and mobile devices in SAP as a 10 day pay utility invoice. Split codes the bills accordingly to the proper program areas where the devices are located. OTHER RELATED DUTIES: Serves as the backup bureau Travel Coordinator and answers questions related to travel. Assigns Lowes fobs and provides Home Depot tax exempt account information agency-wide, to program purchasers. Reviews spreadsheets of compiled data, usually found in billing summaries and reports for completeness and accuracy. Submits shopping carts and non-PO invoice payments through SRM/SAP, as assigned. Monitors 4 email resource accounts and responds to inquiries or forwards them on, as needed. Other related duties as assigned by the Chief of Office Services, Automotive Officer, or the Bureau Director. |
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. Work is reviewed by supervisor and guidance is offered when new processes or procedures are introduced. However, employee is expected to perform with limited guidance after work process is learned and for regular/routine assignments. |
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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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