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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00071416 |
Description Activated On: 6/18/2026 11:22:30 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. This position serves as secretary for the Assistant District Executive for Maintenance and District Office Maintenance 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. Employee works directly with the ADE-Maintenance to organize and schedule events, meetings and trainings. Perform moderately complex clerical and office work. Answer and screen all calls to ADE-Maintenance, forward to the appropriate individuals. Provide adequate phone coverage at all times. Ensures prompt, courteous, and accurate customer services. Address routine concerns and initiate improvements within the Maintenance Unit. Prepare and maintain electronic files. Review and distribute all correspondence incoming and outgoing for the Maintenance Unit. Ensure proper sorting and forward to the appropriate personnel. Prepare and type all correspondence for the Maintenance Unit. Review and ensure CCC’s and other correspondence requiring responses are forwarded to appropriate personnel. Update status and close out in the CCC system or other tracking spreadsheet/system. Send weekly reports to all parties. Prepare overnight travel voucher requests for the ADE-Maintenance and direct reports as needed. Routes and distributes U.S. and District Office mail. Forwards incoming mail to ADE-M for review. Follow-ups on all notations on mail after manager’s review. Calls potential candidates, prepares interview packets, verifies documents for accuracy and qualification, 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. Fuel Recording: Use the WEX website weekly to locate missing fuel slips and contact employees to ensure they are brought in and processed. Prepares monthly summary reports of equipment mileage and fuel/oil consumption, and makes comparisons to ensure consistency. Monthly balance the WEX invoice and staple all receipts to invoice. Complete the annual WEX tax exemption report. Order all fuel cards for new employees, damaged cards and maintain locked up spare cards and their log. Monitors and updates the 805 Fleet Reservation System. Assists district personnel with vehicle reservations and inputs mileage for 805 pool cars and other unassigned vehicles. Assists District Safety Specialist with the completion of accident reports and enter accident info into the ESS & ATS systems. Maintains the equipment accident files and database, and is responsible for submitting the data in a timely manner. Adheres to Department safety policies and reports any safety concerns to immediate supervisor. Works efficiently and effectively, both alone and with others, to minimize non-productive and down time. Also works to achieve quality, cost effective and timely work output for the Maintenance Division. Follows proper attendance, call off and leave scheduling procedures, adheres to start/stop times, breaks, and meal periods; makes effective use of time and facilities to minimize non-productive and down time. Performs other duties as required. 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 adhered 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. 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: 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. This employee is expected to work with minimal supervision and maintain open communications with immediate supervisor. Determines best work practice and method available to complete tasks. Establishes work priorities. |
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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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