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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00079593 |
Description Activated On: 6/18/2026 9:35:38 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. Customer Service—to ensure all permits are processed accurately and timely so the organization can fulfill its mission. Communications—to actively participate in, direct, and guide clerical staff on issues that requires expertise or involves contract interpretation. |
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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. Administers the special hauling program and supervises all clerical activities not only pertaining to the processing and the issuance of highway occupancy permits, bonded road permits, and legal agreements but of the entire Maintenance Division as well. This includes the Permits, Traffic and Maintenance Units. Ensures permit programs are consistent with Departmental goals and objectives by organizing directing, and coordinating the strategic efforts of permit programs with intermodal transportation systems, customer needs and expectation, and sound management practices and principles. Assures applicants adhere to Federal and State laws, regulations, policies and procedures relating to permits. Determines non-divisibility of vehicle(s) and load(s) identified on each application. Applies conditions and restrictions to permits based on particular information contained on each application and the authorized route to travel. In accordance with Section 6104 of the Vehicle Code, independently determines whether additional information must be submitted by the applicant (e.g., certified weights, shop drawing, photographs, route surveys). Addresses applicant/permittee questions as they arise. Provide sound communication with the public, co-workers, supervisor and other units, agencies (e.g., PSP and local law enforcement) and municipalities to ensure all aspects are covered for permits issued. Serves as the principal point of contact for Hauling Program inquiries. This includes providing program information (orally and in writing) to applicants and other interested persons: motor carriers, permit services, manufactures, contractors, municipalities, law enforcement agencies, other State and Federal agencies, insurance companies, District Bridge, Construction, Maintenance, Roadway Management and Traffic Units, permittees and the general public. Coordinates the review of complex or critical permit application submissions (e.g., super loads, emergencies) with affected District and/or Central Permit Office. Provides intra-district routing clearances for applications being processed by other Districts. Coordinates review of application routes with staff in affected Districts. Coordinates alternate routing for oversize/overweight vehicles around roadway restrictions (i.e., construction projects, maintenance projects, utility projects) with assistant construction engineers, Project Managers and District and County Permit Managers and County Maintenance personnel. Coordinates notification with other Districts on temporary road and/or bridge restrictions. This includes: construction restrictions, closings and openings; emergency bridge postings or closings; and emergency road postings, rail road crossings or closings. Understands and uses various computer software and hardware needed to effectively administer Hauling Program. This includes APRAS, IMS, (RMS) and software used with a Windows NT PC in a WAN operating environment. Various maps, interchange diagrams, bridge clearances, and straight lines. Identifies common Permit origins and destinations and works with RMS Coordinator to have them enter Points of Interest into RMS for these locations. Works with the RMS Coordinator to correct issues with RMS/APRAS data issues or database errors. Understands, interpret and explain Federal and State regulations governing issuance of special hauling permits. (e. g., Special Hauling Manual (Pub 31) vehicle code, and chapter 179, 187, 189, 191 and 193. Coordinates processing of posted road/bridge/hill applications with District Maintenance, Bridge and Traffic Units when necessary. Maintains files relating to Hauling Program in accordance with established guidelines. Reconciles permit fees submitted by non-registered applicants (i.e., walk-ins) with issued permits and ensures these monies are deposited in accordance with established procedures (e.g., STD-420, mail), Including transmittal of permit fees for Posted/Bonded Road Program and the Highway Occupancy Program. Assists Department attorneys in the preparation for and participates in administrative hearings and other judicial proceedings as required. Provides responses to interrogatories and testifies for the Department as required, at depositions, in court, before district magistrates and at administrative hearings. Responsible for the supervision of two full-time staff; one Clerical Assistant 3, and one Clerical Assistant 2, to include the overall function of the clerical staff is working efficiently and effectively as it relates to the Permit Unit (Highway Occupancy Permits, Vehicle Code, Heavy and Special Hauling permits), and the Maintenance Division. Completes EPRs for staff. Reviews and approves/disapproves staff leave requests, payroll and travel expense vouchers. Responsible for training all temporary employees and assigns work accordingly. Supports and encourages all employees to participate actively in quality improvement efforts, recommending and implementing new initiatives, reorganizing and redesigning existing functions to eliminate unproductive, inefficient or redundant operations and to foster a sense of ownership and pride in both group and individual work results. Maintains PA Notary License and provides notary services as required for the job. 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 Fair Labor Standards Act (FLSA): Understand your responsibilities as a supervisor under the FLSA to ensure that employees are paid appropriately for hours they work or are allowed to work – i.e. all time spent furthering the business of the Department. Ensure that your employees are performing work only within their regularly-assigned shift hours, unless overtime has been directed and approved in advance of completed work. There should be no confusion as to when work has officially started or ended. Ensure that all hours employees work are fully accounted for on payroll sheets. Perform other related 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 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. 6. 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. Employee performs work independently. Exercises independent judgment in assisting the public and other staff members. Researches issues that arise, takes the necessary corrective action, and advises supervisor of such action. |
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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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