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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00051263 |
Description Activated On: 1/29/2026 12:12:26 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. Provides supervisory clerical and office support within Cumberland County. Position performs clerical work coordinating human resources activities for the county and supervises county clerical functions. This is a confidential position. |
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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. Supervises county clerical staff which includes a CA3 position who is responsible for payroll, leave usage, and Family Medical Leave Act (FMLA) leave. Also supervises and provides support to clerical staff performing duties related to personnel, payroll, leave usage, Family Medical Leave Act (FMLA) leave, benefits, accident reports, worker’s compensation claims, employee performance reviews, travel, special hauling permits, and travel. Functions as a Human Resource Liaison with the District. Performs all human resource functions relating to vacancies and hiring within the county maintenance office for permanent and seasonal positions. Schedules interviews, prepares interview packets, verifies documents for accuracy and qualifications, prepares pre-employment CDL drug and alcohol verifications and testing form. Schedules appointments for Random Drug Testing, Pre-Employment Drug Testing, and employees who are off work longer than 30 days. Coordinates the Summer and Winter temporary programs at the County Level. Assists with seasonal and permanent interviews. Conducts on-boarding for new employees. Handles separation process for county personnel. Processes EPARS for actions affecting County Employees to include but not limited to separations, retirements, TEOA/TEOB reclassifications, leave without pay, etc. Serves the point of contact for the county for all human resources inquiries, vacancies, employment opportunities and all related human resource questions and guidance. Plans, organizes, and assigns work to subordinates to meet County and District priorities and reviews work results for accuracy and completeness. Serves as the Employee Performance Review (EPR) coordinator. Maintains and prepares EPRs and position descriptions for county employees. Assists managers and supervisors with maintaining current position descriptions for employees. Supports office staff with reception duties when needed, due to clerical staff absence. Types letters for Preliminary Disciplinary Conference (PDC) meetings and works with management on violations based on policies and procedures; gathers personnel information for the PDC meeting. Prepares minutes for PDC, maintains file for PDC information and logs any disciplinary action; maintains discipline letter log and ensures discipline letters are removed from E-OPF when required. Sends letters for any disciplinary action with copies to appropriate parties. Maintains a grievance log; completes forms for any settlements and distributes to the Union, the District Office, and if necessary, to the timekeeper. Keeps record of settlements. Types Labor Management minutes. Maintains seniority list and organization chart for the county. Monitor’s Temporary Working Out of Class (TWOC) assignments and requests extensions. Reviews and monitors complement report. Creates, inputs, or reviews all personnel actions, including but not limited to any which affect employees to ensure their needs are promptly satisfied and conform to Commonwealth policy. Annually updates emergency contact information for county personnel. Handles SEAP activities related to catastrophic events. Provides information on SEAP program to employees. Maintains employee’s Electronic Official Personnel Folders (E-OPF’s) which includes but is not limited to scanning all documents that need to be filed in the E-OPF for both counties and uploading to SAP via HRDoc. Ensures all discipline documents are tracked and purged as necessary. Coordinates the reporting of all work-related accidents and injuries in the county maintenance organization. Coordinates transitional duty assignments. Coordinates the reporting of all fleet related accidents in the county maintenance organization. Performs administrative tasks related to the County Safety Committee. Serves as a liaison to distribute mandatory safety talks. Serves as a liaison to District Office ensuring that new policies and procedures are disseminated, and policy acknowledgement forms are signed by county personnel. Maintains information on bulletin boards and ensures postings are current and in compliance with regulations and policies. Serves as a liaison to the Incident Command Center (ICC) during winter services ensuring that FIRST Reports and Road Conditions in RCRS are completed and updated throughout a winter event. Serves as the record coordinator. Serves as the travel coordinator. Serves as the backup to the LSO Coordinator in the county. Processes invoices for payment; compares billings against orders to verify they reflect services requested and received; initiates timely payment processing; resolves routine discrepancies or refers more complex problems to appropriate persons for resolution. This includes PO & Non-PO Invoices. Processes Active Pay transactions daily for all purchasing card transactions that take place in the county to ensure that all charges post to the proper financial account. Receives requests for issuance of special hauling permits, provides routine information and assists in completion of applications, and processes completed documents for permit issuance. Assists the Roadway Program Technician 2 with encumbrances for all Municipal Maintenance Agreements, processes payments related to these agreements and closes these accounts upon contract expiration. Assist the Roadway Program Coordinator & Purchasing Agent with contracting vendors, Comptrollers’ Office & Goods Receivers to resolve invoice issues and assists in corrective action to ensure that invoices are processed promptly. Submits the annual fuel tax forms. Develops and distributes Maintenance Work Schedules. Ensures internal and external customers are provided with prompt and courteous service, reviews written or oral requests for information to determine proper response and conformance with confidentiality requirements. Performs other duties as required. Maintains clean, well-organized office environment conducive to safe and efficient work operations. Attends environmental training identified for this working title in the Districts SEMP Manual for Sound Environmental Practices. Follows and enforces proper attendance, call off and leave scheduling procedures, start/stop times, breaks, and meal periods are observed; provides for effective use of staff and facilities for most cost-effective operations and to minimize nonproductive and down time. 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. Actively engage in succession planning by assessing potential vacancies; identifying current and future critical needs and competencies; and assessing the interest, availability, and readiness of current staff and candidate pools. Work with employees to complete and maintain a Career Development Plan. Engage employees and recognize employees and their accomplishments. Establish a mechanism to identify, capture, and share explicit and tacit program/technical knowledge among staff. 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. Department Green Plan Policy: Commit to following the Department’s Green Plan Policy (PUB 712) and the associate principles. Failure to comply with the Department’s Green Plan Policy shall be documented in the employee’s performance review. Fair Labor Standards Act: Understand your responsibilities as a supervisor under the FLSA to ensure that employees are paid appropriately for hours they work or are allowed to work – i.e. all time spent furthering the business of the Department. Ensure that your employees are performing work only within their regularly assigned shift hours unless overtime has been directed and approved in advance of completed work. There should be no confusion as to when work has officially started or ended. Ensure that all hours employees work are fully accounted for on payroll sheets. |
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. This employee is expected to work with minimal supervision and maintain open communications with immediate supervisor. This employee is expected to notify immediate supervisor if employee witnesses or gains knowledge of incidents which would jeopardize the Department’s integrity. Determines appropriate individual clerical functions to perform regarding assignments and direct the workforce to carry out those assignments. Evaluates the skill level of the subordinate staff and makes recommendations on required training and opportunities for overall performance improvement. |
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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. N/A 5. N/A 6. N/A |
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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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