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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00060218 |
Description Activated On: 1/27/2026 3:08:33 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 is currently eligible for part-time teleworking, one day per week and on an ad hoc basis, which requires supervisor’s approval. Provides complex clerical and office support within the Division to ensure its operations are conducted efficiently and effectively. Also supports the agency with varying tasks to ensure the different program areas function accordingly. Provides timely and courteous customer service in-person or in writing to all Department staff. |
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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. Automotive Duties: Incumbent shares responsibilities regarding the management of PDE’s ten fleet vehicles, three of which are used as a shared resource by PDE employees. This includes, but is not limited to,monitoring the vehicle resource account (RA), scheduling and approving the use of the shared fleet vehicles. Once request is received, checks the availability of vehicle for the requested timeframe, records required information, and electronically signs completed Request for PDE Fleet Vehicle form (PDE-259). Ensure key and key fob are available for employees to pick up at time of reservation. Responsible for collection of key returns and paperwork upon staff return from travel. Incumbent accesses, CalAmp, the Telematics system (DGS Bureau of Vehicle Management) to create ad hoc reports on vehicle usage, drivers, location of vehicle, among other available information. Reports may be requested by supervisors, deputies, secretaries, and the Governor’s Office. Incumbent will review reporting data for trends that may potentially represent abuse or misuse of agency property and/or time. Incumbent will make recommendations to requesting parties regarding whether further supervisory investigation is advised. Incumbent is responsible for assisting with transporting vehicles to and from the DGS garage for maintenance. Incumbent will be primarily responsible for updating the Vehicle Maintenance log. This involves keeping track of vehicle mileage to determine when vehicle is ready for inspection, oil changes, tire rotation, and other maintenance related needs. Assists as needed with car washes, vacuuming and transporting vehicles. Incumbent will assist supervisor with adding and removing PDE staff for the use of the gas card (WEX) and review the invoice charges for accuracy. Incumbent assists with the monthly payment of the EZ Pass invoice. This involves entering information onto an Excel spreadsheet which comes from data provided on the EZ pass invoice. Invoice can be accessed through the PA Turnpike Commission Website. The completed spreadsheet is then provided to the supervisor within a specified timeframe and used in conjunction with the non-PO invoice payment process completed by the supervisor. Incumbent will assist supervisor with providing temporary parking badges, track badge assignments, and monitors to ensure timely return of parking badges. Temporary parking cards are for the Chestnut Street Garage and are maintained by this Division. Cards are distributed based on requests from employees to assist with various parking needs. The parking cards are tracked on a spreadsheet located on a shared drive. Incumbent will monitor the Parking Resource Account (ED, PDE Parking) to review the requests for temporary parking and other parking questions that could be addressed from this position. Right to Know Law (RTKL) Duties: Incumbent will learn the basic functions of PDE’s responsibilities under the PA Right-to-Know Law (RTKL). The Division Chief is the Agency Open Records Officer (AORO) for PDE. Incumbent will shadow AORO to acquire knowledge of the basic day-to-day RTKL activities. Incumbent will attend appropriate level Teams meetings with our PDE Office of Chief Counsel. Incumbent will assist with document redactions in accordance with the RTKL and will also complete boiler plated templates to produce basic correspondence. Incumbent will serve as back up in the absence of AORO, in monitoring the RTKL resource account. This will involve logging in any new RTKL requests and sharing with the PDE Office of Chief Counsel. Mailroom Duties: Incumbent will assist with mail distribution as backup when mailroom team are unavailable. Must be able to stand and sort for a significant period, push heavy carts, lift up to 50-pound parcels. Mailroom tasks include, but are not limited to, the collection of outgoing mail from mail areas throughout the building, respond to calls for mail pickup in front of the Forum Building, confirm all accountable mail has been received and logged, sort mail for proper delivery, deliver mail to mail areas throughout the building, prepare and process certified mail, create a log record of outgoing certified mailings, create Walz (special software) certified mail labels for program areas when requested, among other responsibilities for special mailings. Training will be provided for all mailroom activities. Incumbent may also be requested to assist with the moving of shred bins that are located outside the wings of each PDE occupied floor. This will only take place if no other mailroom staff is available. Reproduction Duties: Incumbent is responsible for monitoring resource account associated with duplicating requests. Operates copier to reproduce requested quantities of material for department staff. Monitors requests and provides creative and conceptual input by identifying the available stock, format, style, and design of documents to satisfy requesters’ business needs in the most cost-effective manner. This may at times include the recommendation of alternative materials and formats. Incumbent will make logistical determinations as to which requests can be met using in-house operations versus using PA Publisher, and/or external vendors. Incumbent will have the benefit of working with designated staff at DGS publications when tasked with projects that are more complex in nature. Incumbent will be trained to use PA Publisher. PA Publisher is the Commonwealth’s online ordering system operated by the Department of General Services (DGS), Bureau of Publications for print, design and mail services. Working within PA Publisher, incumbent will have the ability to order and purchase print products such as booklets, manuals, business cards, brochures, flyers, postcards, and other documents required for PDE business needs. Incumbent is primary contact for all responsibilities associated with PDE Forms Control. This includes, but is not limited to, number assignments to newly created forms, maintenance of an electronic reference file of PDE number assignments, form titles, and associated contacts. Other Various Duties: Incumbent will assist the supervisor with completing quarterly updates to the Commonwealth Telephone Directory. Incumbent will communicate with designated PDE representatives providing detailed communications of expectations and deadlines pertaining to these updates, when supervisor needs assistance. Once editing period closes, incumbent and supervisor will work together to produce finished product and make submission of final product to appropriate DGS staff. Incumbent will assist with miscellaneous supply requests for agency. Incumbent will become familiar with the inventory available to Department staff upon request and will coordinate collection and distribution of requested items. Incumbent is primarily responsible for ordering toner cartridges, on an as needed basis, for photocopiers that are used for the mailroom and the bureau wing. On an as needed basis, incumbent will complete Miscellaneous Orders (MOs) and SRM Shopping Carts for ordering various supplies needed for the Division of Operations. This could include an array of mailroom supplies and items that may be needed for RTKL operations. Incumbent keeps supervisor informed of workload, priorities, and unusual requests. The incumbent must have the ability to work independently, with minimal supervision. Independent judgement is used to solve problems with schedules, RAs, and last-minute requests. Other duties as assigned. |
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. In response to requests for fleet vehicles, incumbent will need to reference fleet log to determine availability for date(s) being requested. In response to reproduction requests, incumbent will need to assess what is being requested and then determine best methods for completing job, i.e., doing jobs inhouse, using PA Publisher, or an external vendor. In response to requests for various supplies, incumbent will need to follow provided guidelines to determine best method for purchasing, i.e., Miscellaneous Order or SRM Shopping Cart. |
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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: Experience using software applications such as MS Excel, Adobe, Outlook calendars, and managing resource accounts within Outlook. 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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