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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00045979 |
Description Activated On: 4/2/2026 8:47:57 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 and program support to the Vehicle Maintenance and Operations Division to ensure the efficient and effective operation of the Commonwealth Automotive Fleet. This position performs a variety of professional and administrative assignments including maintaining and analyzing operational and maintenance records, coordinating fleet maintenance activities, preparing reports, and supporting bureau staff with operational and program functions. Work includes reviewing and analyzing operational procedures, maintaining program records, coordinating vehicle Maintenance and Parts services, assisting customers and supporting projects related to fleet operations, vehicle utilization, and maintenance program effectiveness. |
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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. Performs administrative and operational support functions for the Bureau’s vehicle maintenance program within the Service, Parts and Operations Department. Responsibilities include collecting and reviewing operational data, compiling reports, analyzing findings, and preparing summaries that may be used to assist in the evaluation of processes and in efforts to improve overall program efficiency. Provides assistance to Bureau staff in coordinating services related to office management, records management, and reporting. Duties may include organizing and maintaining records, supporting the preparation of reports, and assisting with general office management tasks to help ensure the efficient operation of the Bureau. Assist in coordinating operational activities between the Service and Parts Department, maintenance staff, vendors, and Commonwealth agencies to support the efficient delivery of fleet maintenance services. Coordinates vehicle maintenance activities by scheduling vehicles for service and repair, maintaining service records, and communicating repair updates to agencies, vendors, and garage personnel. Completes special projects assigned in support of Bureau maintenance and operations. Projects may include assisting staff in evaluating procedures to identify opportunities for improvement, identifying reporting needs for planning purposes, compiling and analyzing downtime reports for the Maintenance Department, and responding to requests for information by preparing written reports and providing service and maintenance history to Commonwealth agencies. Utilizes bureau database systems to open, update, and close work orders and maintain accurate vehicle maintenance history records. Reviews work order documentation and related billing information to assist in verifying accuracy and maintaining proper records. Research, orders, and tracks automotive parts, supplies, and equipment needed to support maintenance operations. Maintains inventory records within bureau systems including entering received parts, monitoring stock levels, and assisting with replenishment of commonly used parts and shop supplies. Works with mechanics, supervisors, vendors, and agency personnel to coordinate maintenance activities, parts availability, and repair scheduling to support efficient garage operations. This includes researching all vehicles due for preventative maintenance and safety recalls, Scheduling repairs with Vendors and BVM garage. Prepares correspondence, reports, and summaries related to fleet maintenance activities and assists with special projects such as compiling downtime information, reviewing maintenance cost data, and responding to requests for fleet service history. May serve as a point of contact for customers at the DGS Garage by assisting with service inquiries, answering telephone calls, and directing requests to appropriate personnel. Performs other related duties as assigned in support of Bureau maintenance and operational activities. |
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. Works under the general supervision of the Bureau Director, Operations Manager, or designated supervisor. Work is performed independently in accordance with bureau policies, procedures, and established operational guidelines. Independently verifies billables and non-billables and then categorizes repairs accordingly This position reviews records, reports, and operational information related to fleet maintenance activities and prepares summaries or documentation as needed to support bureau operations. Issues involving policy changes, procedural modifications, or operational concerns outside established guidelines are referred to supervisory staff for review and determination. |
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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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