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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00089644 |
Description Activated On: 7/30/2025 7:56:36 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 Claims Assistant, Bureau of Vehicle Management (BVM). Performs responsible administrative and technical work in coordinating and processing the commonwealth's statewide Automotive Fleet physical damage claims and misuse/abuse complaints Reviews and compiles the consolidated fleet report. Reviews information from WEX, Enterprise, SAP, M5 and CalAmp systems in order to generate this reporting function |
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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. Works in the Administration Unit and processes physical damage claims - investigates timely, appropriately and tracks accordingly within the BVM FleetFocus M5 software system. Works with the Bureau of Finance and Risk Management (FARM) in determining at fault accidents where BVM has the ability to pursue a deductible from the Using Agency for partial reimbursement of claims losses. Analyzes automotive repair estimates and invoices for vehicles to ensure all contracted discounts are applied and contracted labor rate pricing guidelines are followed by outside vendors. Corrects any discrepancies and adjusts pricing to adhere to contracted rates, which includes contacting the drivers and Commonwealth approved vendors. Prepares final documents for accounts payable department and ensures all documents adhere to fiscal policies and procedures. Assists vehicle operator/agency in directing the repair of all equipment in the Commonwealth's Automotive Fleet. This includes managing downtime of our vehicles (ensuring they are not in the shop any longer than they need to be). Also, ensuring that the vehicles get at least two timely estimates, so repairs are done as quickly as possible. Ensures Accident Reports are completed correctly and timely; works with FARM upon receipt of the accident report for determining fault and pursues possible subrogation; works with the operator of the vehicle and the liaison to ensure the vehicle gets estimates and repairs done within policy guidelines. Coordinates with Auction company when vehicles are taken out of the fleet. Works with the agency liaison to ensure that all equipment has been removed from vehicle prior to pickup. Provides a monthly report to the Director indicating all physical damage costs (by agency), all moving violations (by individual and agency), and all vehicles that DGS ended up not repairing due to the cost exceeding the value (by agency). Receives and responds to telephone requests, complaints and inquiries. Assists Chief in retrieving data to help prepare reports requested from the Director. Maintains/updates BVM fleet management system data; inputs repair information and/or other data; compiles/prepares reports for supervisor and Bureau Director. Opens up all emails that come through the Claims resource account, attaches the estimate to be approved or an invoice to be processed for payment by creating a claim in M5. . Prepares various forms in support of the Commonwealth fleet. Sends all estimates and invoices to the Supervisor and updates in M5 stating the invoice/estimate was received. Generates individual agency reports and follows up with the agencies concerning the possible opportunities for savings reflected by the data. Coordinates all efforts with incumbent’s direct supervisor and the Bureau Director. Opens, saves, and enters all PSP repair request authorizations into the M5 database. Assists with logging, e-mailing, and tracking violations that are issued by the Turnpike Commission, parking authorities, or other issuing authorities to ensure that violations are taken care of promptly. Generates reports in the fleet database system to assist Chief in retrieving data to help prepare reports requested from the Director. Performs other related work as required. |
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. As Claims Assistant, performs a wide variety of responsible administrative and technical work in managing, planning, directing, and coordinating the commonwealth's Automotive Fleet physical damage claims and misuse/abuse complaints. |
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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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