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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00052786 |
Description Activated On: 6/15/2026 6:59:56 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. Serves as the Administrative Assistant to the District Executive by coordinating, organizing, and following through on a wide variety of District wide tasks. Employee assists and furthers the District Executive's work assignments and fulfillment of the District's responsibilities to its customer and policy makers in Central Office. |
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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. Supports Moving PennDOT Forward by leadership at all levels. Assists varied staff assignments in conjunction with the District's Community Relations Coordinator, Human Resource Officer, and/or Fiscal Officer involving standard or specialized District public relations or employee services and programs. These assignments assisting coordinator for the Secretary's Award for Excellence, and other employee involvement or recognition receptions. Functions as the District's office manager relative to the maintenance and tracking of work assignment activity, maintain logs on correspondence with due dates, routes incoming mail, determines those items requiring the District Executive's personal attention, and forwards remainder to appropriate staff members for action. Functions as lead worker for District clerical activities which involves recommending work standards and work flow procedures, keeping staff informed of changes to Executive Secretariat procedures, scheduling and conducting clerical communications conferences, arranging field trips for clerical personnel, and interacting with various unit heads in an effort to identify and resolve clerical and administrative snags. Develops and maintains filing systems necessary for efficient cataloging and storing of documentation. Maintains District Executive's schedule. Collects and organizes data required for all appointments, arranges meeting room facilities, notifies principals, makes transportation and lodging arrangements, prepares related expense and state vehicle vouchers, etc. Takes and transcribes dictation of a technical or confidential nature from the District Executive on a regular basis and transcribes minutes of high-level meetings. Independently composes and types correspondence of administrative nature such as letters of recognition, report cover letters, District Office policy memos, etc. Screens visitors and phone calls for District Executive. 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. |
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 incumbent performs duties in an independent manner. Work is not specifically assigned; however, there are occasions when the supervisor (i.e. District Executive) will assign a special project or some other assignment to be performed. |
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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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