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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00092419 |
Description Activated On: 9/24/2025 9:42:03 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 is in the Forms & Publications Management Unit within the Bureau of Office Services, which administers the Forms & Publications Management Program for PennDOT. This position is responsible for developing, maintaining, and improving all procedures and processes pertaining to forms and publications systems, and other related programs for PennDOT. This Commonwealth-mandated program has responsibility for providing analytical support, and the coordination and control of all printed and electronic documents and materials (forms, publications, envelopes, maps, cards, and special print items) for the Department and the Department of Conservation and Natural Resources (DCNR) as required. |
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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. The primary focus for this position is on Driver Licensing (DL) Forms, Motor Vehicles (MV) Forms, Bureau of Office Services (OS) Forms, DCNR Forms, PennDOT Transportation Maps, Tourism Directional Cards, and DVS Customer Survey Cards, but may include other complex graphics, layouts, and visual systems. Knowledge of other commodities such as envelopes and publications and processes involved is also necessary. Responsible for the statewide management, security, accessibility and posting of the Department's electronic materials in accessible file locations such as the shared network drive, the intranet, SharePoint and on the Forms, Publications and Maps website. Coordination printing, storage, and distribution of all printed materials at the DGS warehouse and material stored exclusively at program area locations is also included. Conduct periodic review of assigned documents, at the time of each need, using operational, usage and design analyses to recommend changes in policy, procedures, and practices that will positively affect creation, printing, publishing, and distribution of documents. Independently perform analysis and research prior to any reprinting, by reviewing historical data in the Publications, Forms, Envelopes and Maps (PFEM) database and contacting the program areas to determine usability, technical specifications, final design, and any updates for all assigned documents. Apply a working knowledge of graphic design and print production concepts and their appropriate applications including substrates, printing methods, and binding methods. Familiarity with creating basic calculations in Adobe and Excel for all assigned documents. Review available data to determine needs of various organizations and work with program areas and vendors to develop timelines and ensure needed materials are produced and delivered in a timely fashion. Process Planned Orders for assigned items daily stored at the DGS Warehouse and initiate the appropriate print requests to maintain an adequate supply of assigned documents for the program areas. Manage revisions and version control for assigned items and collaborate with graphic artists/designers to create the layout/design of items per the program areas requirements while conforming to PennDOT style guidelines, Gender-Neutrality policies, and integrity of documents. Work with the Department Press Communications Office to ensure public facing documents meet department guidelines. Review documents for conversion to electronic use-only on a case-by-case basis. Maintain the PFEM database to accurately reflect available information about revisions, specifications, ownership, contracts, and purchases for all assigned items. Submit the Aged Revision Report for assigned items to program areas monthly and update the Aged Revision section in the PFEM database with the information received from the program areas. Use Commonwealth print contracts and usage data from Commonwealth databases to help maintain sufficient supplies for PennDOT organizations and the DCNR as required. Acquire print quotes from vendors based on historical usage, delivery times required, and specifications developed in conjunction with the program areas for non-standard items. Create purchase orders/requisitions through SRM, SAP/R3, or orders in PA Publisher ensuring that program offices have the materials they need based on usage or quantities needed for special orders. Work with vendors and the Bureau of Fiscal Management as necessary to resolve overdelivery/underdelivery, invoice issues, credits, and damaged shipment resolution. Coordinate with DGS Commodity Specialist to work as contract manager liaison for the program areas to determine print items to include on contract, input for contract terms, work statements and technical specifications, volume projections and validity periods in preparation for sending bid requests for assigned documents. Run monthly audits of items in the PFEM database with Availability Mode “P-drive” to confirm they are listed on “Forms PennDOT Authorized” folder. Investigate and correct all discrepancies. Run monthly audits of revision dates on items in the “Forms PennDOT Authorized” folder to confirm they match the revision dates in PFEM and “Originals Library”. Investigate and correct all discrepancies. Contact poor performing vendors, informing them of deficiencies, non-performance or non-conformances that need resolved and recommend reporting them for non-performance or termination through the Commonwealth Contractor Responsibility Program (CCRP) when deficiencies are not resolved. Stay abreast of changing marketplace conditions relating to assigned business area to keep current on changes that may affect service, price, and product availability of print items. Identify problems/issues, review and analyze for possible solutions, and make recommendations for change. Perform other related duties 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. Position works with moderate independence, obtaining supervisory guidance only on the complex issues. Position is expected to make authoritative decisions based on what they believe to be in the best interest of the Department based on current policies and procedures. Supervisory pre-approval on decisions that would have the largest budgetary or operational impacts are required. |
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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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