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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00046319 |
Description Activated On: 2/11/2026 8:47:51 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 a wide variety of specialized clerical services to the Department, including but not limited to word processing, scanning, copying, filing and proofreading in an efficient and effective manner. Provides data entry and scanning for the ECMS, ECS and URMS systems. Ensures that the office of the ADE-Design is operating in an efficient and effective manner meeting deadlines. |
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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. - Provides typing services to all customers within the Design Division in a neat, accurate and timely manner. - Helps other units by performing typing, scanning and major photocopying projects on an as needed basis. - Works and makes computer-based technical decisions in a timely and proficient manner. - Researches and composes letters, forms and reports, including replies to incoming letters and requests for information, expense vouchers, mileage record, payroll, replies to Quarterly Report of Design activities and various requests for training candidates. Prepares for ADE Design signature. Also prepares expense voucher for the ADE as required. - Types and proofreads final draft of letters, memos, minutes, confidential or personal material from handwritten copy. - Schedules Employee Performance Review (EPR) quarterly reviews and final ratings for Portfolio Manager, Design Services Engineer, Bridge Engineer, and other unit heads as necessary. - Maintains ADE Design desk and electronic calendars as needed. Resolves scheduling conflicts. Schedules meetings for ADE or other Design staff as required, such as staff meetings, marketing meetings, etc. - Prepares presentations and meeting material utilizing Microsoft PowerPoint or other Microsoft Office Suite software. - Maintains alphabetical, personnel, follow-up, and functional filing systems. Purges periodically. Maintains electronic log and follow-up system for letters and action memos and tracks them for resolution. - Sorts and routes incoming mail. Screens for meeting announcements, deadlines and critical information or directives and informs ADE directly. Independently prepares reply for ADE signature after screening certain correspondence or information requests and researching required information. Photocopies and routes material necessary to keep Design Units informed on procedures, policy, etc. - Reviews all incoming and outgoing typed or electronic correspondence and reports from Design Units for form, spelling, grammar, etc. and prepares for physical or electronic mailing. - Places and responds to phone calls, takes messages. Screens and transfers call or message to appropriate person. Schedules and resolves travel arrangements. Relays information to unit heads as necessary. - Responds to problems and inquiries in absence of ADE-Design or Construction and District Executive by researching back-up information, and relays information or referrals to appropriate people. Provides back-up information to ADE to assist in responding. -- Keeps track of and tickles all Executive Correspondence letters and all other time-sensitive items. - Works effectively with others. Develops and maintains positive working relationships. Treats others in a fair and non-discriminatory manner. - Demonstrates proper conduct, speech and ethical behavior in the work environment. Observes all safety rules and keeps a neat work area. Equipment is maintained and operated according to manufacturer's specifications and no equipment is damaged through misuse. Is available for work on a regular basis and adheres to all rules concerning starting and quitting time and use of normal, personal and sick leave. - SAP invoice receiver/requisitioner. - Performs minor troubleshooting and user-level maintenance of equipment. - Inputs information into various Department systems for many moderately complex/complex highway or transportation related projects and/or acts as a team member on several other moderately complex/complex projects. - Takes all training appropriate for job position. Contract Management Unit Support as follows- - Performs multiple design entry tasks into the Engineering Construction Management System (ECMS), enterprise-wide software application to assist the District Contract Management Unit to submit bid packages for letting. - At times also trains/informs the project managers on how to index and link in the proper manner so that the work is done in an accurate and timely manner. - Inputs into ECMS and ECS and performs in a timely fashion in accordance with project schedules. - Inputs and proofreads ECMS projects to allow processing of Plans, Specifications, and Estimate (PS&E) packages to be completed accurately and on schedule. - Inputs the project estimate into the ECMS Project Items and Quantities screen either directly or by preparing a spreadsheet and importing. - Inputs the project special provisions into the ECMS Project Special Provisions screen, by typing, by importing from a District and/or Central Office standard special provision database, or by electronically transferring the special provisions from a variety of source documents. - Adds the plan stations into the ECMS Design Item Plan Stations screen and edits the design item plan station funding quantities to match the total design item funding quantities. - Performs scanning and indexing tasks in the ECS system and links the indexed ECS documents into the ECMS Project Development Checklist. Also performs scanning for all the units in the District Office. - Performs multiple design activities for the Engineering and Construction Management System. Capable of processing Basic Project Information, Design Items, Federal Information, Funding Information, Process Component Item Schedules and Bids all for preparing and assembling Proposals and Contracts. Must be able to verify the accuracy of the contents comprising the contract/proposal. - Uses Microsoft Outlook for document transfer. Also prepares Form D419 for the Utility Unit as required. - Inputs necessary information into URMS system to help secure utility clearance. Safety: 1. Assess your environment and be responsible for your safety, the safety of co-workers, and the public. 2. Attend required safety training and adhere to the requirements of all safety manuals, policies, and laws. 3. Immediately report to your supervisor any incident, unsafe practice, or near miss. 4. 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. 5. Evaluate contractor operations: • Immediately stop unsafe actions • Engage in ongoing safety dialogue with the contractor’s leadership 6. Promote a CULTURE that emphasizes SAFETY as a core value: • Immediately stop any unsafe actions • Incorporate safety into all discussions, deliberations, and decisions • Continuously communicate the safety direction • Inspire employees to be a MODEL for safety • Encourage and support safety initiatives and programs by participating and involving staff • Recognize safety daily • Acknowledge EXTRAORDINARY achievements • Learn and improve through After-Action Reviews (AAR’s) • Enforce accountability Succession Planning: 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. Fair Labor Standards Act (FLSA): Unless directed otherwise by your supervisor or manager, comply with stated work hours for the 7.5/8.0 hour day. |
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. Assignments are performed independently with adherence to established technical standards, and results are accurately obtained. |
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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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