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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00052208 |
Description Activated On: 6/26/2026 2:32:20 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 Administrative Assistant within the Multimodal Deputate. This position reports to the A01 Executive Office Manager and supports Bureau Directors and staff for all four Bureaus within the Deputate, totaling 60+ staff. This position is responsible for a variety of systematic and administrative duties in support of overall Deputate operations. This position is expected to work with a great deal of independence, requiring decision making and analysis skills. |
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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. Carries out a large variety of administrative functions associated with the day-to-day operation of the Deputate. These duties include meetings, travel arrangements, correspondence, and communications. Answers and directs telephone calls and email inquiries. Serves as primary contact between Directors and outside agencies/Departments. Maintains working relationships with outside agencies (such as Transit Agencies, Airports, and consultants), internal agencies (such as Chief Counsel, Human Resources, Office Services), and outside Commonwealth agencies (Department of Health, Aging, etc.). Assists the Director and bureau staff with the scheduling of meetings, reserving conference rooms and setting up calls. Retrieves mail, opens and distributes to Deputate. Prepares mailings, including special handling (i.e. UPS, certified mail). Keeps the office supply closet inventory updated and orderly and notifies the Purchaser if any supplies are running low. - Assists in adding to and editing PennDOT websites as requested. - Functions as a Bureau Automotive Officer. Prepares the monthly equipment reports, processes and tracks mileage within SAP, and forwards reconciled reports to the Equipment Division in a timely manner. Keep electronic copies on hand. Schedules any vehicle repairs and notifies the Equipment Division of any problems. Ensures the completion and submission of E-Z pass reconciliations monthly. Reviews monthly fuel card WEX reports to ensure accuracy and returns the signed copy to the Equipment Division. Keeps copies electronically filed. Ensures that all expenses for mileage, vehicle usage, and gas reports are coded correctly to draw down the right funds. - Conducts research relating to administrative policies and procedures, keeping the Department up to date on any changes and reporting required information to alternate agencies or Departments. Makes changes to operations as needed to keep up with the changing Administration. - Functions as Records Management Coordinator for the Bureaus. Serves as the primary liaison between the Bureaus, Commonwealth Records Management and the archives program. Analyses policy and procedures set by the state for related records. Prepares Bureau-specific policy and procedures for related records, following departmental rules and policies regarding certain types of records. Inventories, evaluates and schedules records and helps control the creation, maintenance and disposition of records, following records destruction policies and guidelines. Makes recommendations on files that should be archived or destroyed. Packs boxes for transfer to the Records Center and completes appropriate records transfers lists. Responsible for forwarding appropriate completed paperwork to the Forms Management area representative for their approval. Responsible for calling Records Management to schedule the pickup of records once paperwork is approved. - Functions as Right to Know Liaison. Analyzes right to know requests and prepares responses based on current records. Provides final responses and information to the PennDOT Open Records Officer. Reports to the AO1 and Deputy Secretary of any Right to Know requests. Tracks responses and participants in all requests. - Prepares and processes out service training/Out of state Travel (OST) forms and ensures their accuracy. Coordinates travel arrangements for Bureau staff. Arranges transportation, and makes hotel reservations. Responsible for entering travel expense accounts into the SAP Concur system. Stays up-to-date with latest departmental forms, policies, and procedures via online resources and emailed updates. Makes recommendations on travel arrangements based on current policies and approved travel lists. Researches potential conferences and seminars for staff to attend and makes arrangements/gains approvals. - Functions as the timekeeper for the Bureaus. Enters leave for employees into the SAP system when necessary. Ensures that all expenses are coded correctly to draw down the right funds. Enters overtime for employees and timesheets for annuitant staff. - Sets up job interviews for the Bureaus. Completes and submits interview packets to HR. Completes all necessary preparation to onboard new employees including making appointments for a badge, setting up a phone and computer, and requesting S-Drive access. Collects and distributes departmental policies and procedures for incoming staff to review, sign, and file in official personnel file. - Handles Executive Correspondences, preparing responses or providing recommended responses for comment. - Reviews incoming correspondence and prepares responses. Maintains incoming and outgoing correspondence files. Analyses, proofreads, edits and formats all correspondence as appropriate. Follows guidelines for Department Correspondence Formatting Manual and PennDOT Style Guide. - Creates shopping carts and enters goods receipts, in SAP and ESS. Follows departmental policy and procedures related to purchasing and receiving of goods and stays up-to date with changing departmental policies and trainings via websites and email notifications. - Orders business cards and printings through PA Publisher. Attends meetings, creates agendas, and takes notes as requested. - Coordinates the airport and heliport licensing process, including tracking expiring licenses, sending renewals and renewed licenses, completing the closure process if necessary, and setting airport owners up for the PennDOT Pay program to pay for license renewals or openings. Creates and manages a filing system for the airports - Coordinates with Director when administrative support is needed for follow-ups from consultants and grantees as needed. - Coordinates meetings with rail freight grant applicants for the Rail Freight Assistance Program and Rail Transportation Assistance Programs; and Bureau of Aviation grant application process. - Distributes and tracks Senior ID cards for the Free Transit Program for Senior Citizens. Receives program inquiries from transit agencies and the public and compiles a response. - Collect data from transit agencies on voter registration information monthly. Creates reports for the Bureau of Public Transit based on monthly reporting. - Assists in completing the Public Transportation Annual Report by reviewing and updating contact information and addresses for transit agencies. Reviews final report for errors and formatting. - Analyses, creates, distributes, and tracks monthly flight invoices for the King Air 350. Utilizes the BART system for invoice creation and tracking. Analyzes usage and recommends agencies to bill to, based on plane purpose and passengers. Sends invoices to other agencies state-wide for the usage of the state plane. Tracks payments through SAP and sends reminder invoices as needed. Uploads monthly flights onto the Department website. - Works closely with the Special Assistant, Executive Secretary(AO1) and other AAs to ensure full coverage of the Deputate. Serves as a backup to other Bureaus with the Multimodal Deputate as requested. Serves as a backup to the Executive Secretary, when needed. - Performs occasional public relations relating to Advisory Committees and Counsel meetings/calls. - Performs other duties as assigned. Must adhere to the general Safety requirements listed below: 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. 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 your staff. *Recognize safety daily. *Acknowledge EXTRAORDINARY achievements. *Learn and improve through After Action Reviews (AARs). *Enforce accountability. |
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. The employee in this position performs daily routine work independently, with input and review by supervisor only when needed or requested by employee. Projects are assigned by all Deputate staff with general instructions to the employee. The employee is responsible for determining the tasks necessary to complete the project and selecting the best methods for accomplishing work within an established schedule. Employee is responsible for keeping and following up-to-date instructions for all major tasks. Employee proposes adjustment tasks based on unanticipated results or new findings, for significant projects. Work is normally reviewed periodically and at the completion of a project. Employee independently reviews and analyzes existing programs and projects on an ongoing basis to determine if goals and objectives are being met. Based on the review and analysis, the employee initiates creative or original improvements to existing programs and projects based on the existing bureau strategies and objectives. |
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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: Must be proficient in Word and Excel. 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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