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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00071656 |
Description Activated On: 7/15/2025 10:31:02 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 provides office supervision for the Driver Safety & Improvement Unit. The Driver Safety and Improvement Unit receives information regarding customers needing Departmental Hearings, Driver Improvement School, Special Point Exams, Administrative Hearings, and Occupational/Probationary Limited License. This position will also oversee the Call Center Liaison 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. Plans, directs, coordinates and controls activities required to administer the Administrative Hearings, Departmental Hearing/Special Point Exams and Occupational License/Probationary License. This position is responsible for the direct supervision of 5 Clerical Assistant III's This position plans, organizes, and delegates work among positions in a manner to insure a smooth processing flow and distributes assignments to the clerical staff after determining who is available and capable of performing the work. Responsible for customer discrepancies, work processing, correspondence, maintaining the Bureau’s files, accepting certified mail Petition and Waiver requests, and updating public information materials. Responsible for ensuring all opening and closing of all cash drawers used in the Driver Safety Unit are following all cash drawer procedures. Ensures that cash drawers are reconciled, and the funds are submitted for deposit on a daily basis. Works with other areas of the Department as required such as; Office of Chief Counsel, Messenger Services, legislative aides, law enforcement agencies and PENNDOT’s Driver Safety Examiners (DSEs). Oversees BDL Liaison daily functions and handles more difficult inquiries, or elevates to Program Manager if needed. Conducts regular staff meetings, both group and one-on-one. Prepares and complies daily, weekly, and month production reports for the Unit. Reviews performance of employees under direct supervision annually, reviews leave usage as needed. Keeps attendance records, approves leave, and monitors the use of leave for all employees in the Unit. Initiates disciplinary action for subordinates whenever necessary. Identifies problem areas and either takes corrective action by using good judgment or reports problem to manager for further attention and analysis. Assists in the preparation of approved Driver Safety & Improvement reference material and distributes to the Customer Call Center in a timely manner. Responds to inquiries (telephone and written correspondence) from customers, attorneys, members of the General Assembly, legislators, etc. Inquiries involve the resolution of complaints by supplying information on procedures and interpretation of existing laws. Assists with research projects as necessary. Collects information, conducts surveys, makes contacts as needed, and prepares reports, graphs and other documents. Monitors phone calls. Oversees the processing of Waivers, DL-402, DL-15, DL-20, DL-143PL, Administrative Hearings, Departmental Hearing reschedules. Trains new staff according to approved training plan. Prepares and assists with annual DSE Conference. Assists manager in the development or revision of forms, brochures and manuals. Oversees quality control measures for the Driver Safety and Improvement Unit. FEE WAIVER PROCEDURES Responsible for ensuring that the correct fee waiver code is used and properly documented whenever a fee waiver is necessary to process a customer transaction. Complies with all aspects of the Fee Waiver Guidelines. Ensures employees comply with all aspects of the Fee Waiver Guidelines. Trains employees on proper use of fee waiver codes and necessary documentation. Audits fee waiver transactions processed by staff. Identifies discrepancies and takes appropriate action. Immediately notifies manager if misconduct or fraud is suspected. Complies with Driver and Vehicle Services Customer Service Policy. SAFETY Assess your environment and be responsible for your safety, the safety of co-workers, and the public. Attend required safety training and adhere to the requirements of all safety manuals, policies, and laws. Immediately report to your supervisor any incident, unsafe practice, or near miss. 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. 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. 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. Performs other related 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. Prioritizes and manages staff, along with projects, to make sure that items are completed in a timely manner. |
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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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