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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00101314 |
Description Activated On: 3/3/2026 10:57:57 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 functions as the Automotive Administrative Officer for the agency. Managing, administrating, and providing technical support. The employee in this job performs centralized administrative activities which support the acquisition, assignment, maintenance, repair, and replacement of the agency’s automotive fleet and specialized equipment assigned to the agencies specialized teams. This position is highly independent and oversees a wide range of office administrative functions to ensure operations are conducted efficiently, effectively, and timely within the Procurement Division. |
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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. Agency Automotive Officer: The employee in this job manages and administers the agency automotive program. Performs centralized administrative activities which support the acquisition, temporary / permanent assignments, maintenance, repair, inspection, and replacement of the agency’s automotive fleet and specialized equipment while meeting Department of General Services (DGS) requirements. Work involves a variety of administrative duties preparing, coordinating and following processes, policies and procedures associated with statewide fleet purchases, assignments, repair authorization, and disposal. Reviewing, maintaining, and updating fleet records. Serves as the agency’s contact person for automotive fleet management issues with field offices and bureau coordinators, automotive mechanic supervisors, vendors, and the DGS. Work is performed with considerable independence under the direction of an administrative supervisor and is reviewed for effectiveness and conformance with existing policies and procedures. Ensures compliance with departmental and Commonwealth fleet management policies and procedures. Communicates Commonwealth automotive policies and procedures and Agency policies and procedures to agency staff. Manages, assigns, and reassigns vehicles to organizational units or individuals based on operational needs while meeting DGS provided requirements. Manages the overall agency Motor Vehicle Authorization Level (MV AL), including but not limited to, assignment of FOBS and driver addition to the WEX fuel card system. Reviews and analyzes DGS’s leased vehicle program. Utilizes the Enterprise Rent-A-Car contract through DGS for rental vehicles. Utilizes and manages the Telematics (Cal/Amp) system to run daily reports to ensure all vehicles are in compliance with Commonwealth regulations. Analyzes reports and provides details and recommendations on findings to supervisor as needed. Acquires and provides budgetary estimates and other statistical reports to Fiscal for future planning of vehicle purchases. Researches professional materials necessary to support vehicle replacement packages and consults with program managers and executive staff to determine program needs, usage, and specifications. Reviews vehicle contracts and work with DGS to ensure all vehicle options have been reviewed when presenting replacement packages to program managers and executive staff. Makes recommendations regarding operational changes aimed at reducing costs. Prepares purchase requests for new vehicle requisition, manages, and administers new fleet deliveries, and ensures mechanical inspection and acceptance of new vehicles prior to authorizing payment and placement into service. Arranges vehicle titling, registration, and credit card assignments for fuel purchases, while ensuring accurate coding is provided to meet agency and bureau fiscal responsibilities. When purchasing new vehicles, works with Technical Services to obtain quotes and develops schedule for installation of radio equipment, and emergency lighting. Responsible for obtaining quotes for decals; as well as the removal of equipment of vehicles being disposed of. Coordinates the disposal of vehicles through DGS by preparing Vehicle Disposition Reports when vehicles and/or specialized equipment are acquired, turned in, or disposed of; prepares the disposition package (PA plate or plates, registration card, and fuel credit card, if a fuel card is assigned) for submission to DGS when vehicles and/or specialized equipment are turned in and/or disposed of. Receives, reviews, seeks approval, and signs accident reports in which a department employee and Commonwealth vehicle are involved and submits documents to DGS. Reviews and processes estimates from authorized vendors for vehicle accident repairs and determines whether repairs will be completed or vehicle is to be disposed of. Procurement: Performs technical purchasing functions for the following locations: PEMA Headquarters (including Central Area Office and PA Office of State Fire Commissioner), Special Operations Center, Eastern Area Office, Western Area Office, and PA State Fire Academy. Manages and tracks the preparation, review, and processing of requests, renewals, and related documents as assigned using various funding sources to ensure compliance with regulations and policies. Processing of requests includes, but not limited to, initiating and processing requests for quotes from vendors. Manages the office supply program for the Agency, identifying the best method for procurement requisitions for office supplies; writing or modifying specifications; submitting requests for quotes to vendors for purchases; and preparing purchase orders. Maintains a professional relationship with vendors, program office representatives, departmental and Commonwealth staff regarding procurement issues. Understands and uses SAP and SRM functions as they relate to the procurement procedures, policies, and functions. Responsible for maintaining proficiency in the use of the Commonwealth’s computerized purchasing program. Maintains an understanding of the Commonwealth Purchasing Card program. Responsible for individual use of the purchase card. Responsible for providing appropriate documentation for any audit request. Provides guidance and instruction to program office staff and vendors regarding purchasing regulations, processes, and requirements best suited to individual needs, and recommends alternatives and provides timely responses to inquiries. Administrator of the agency’s online procurement tracker database provides account access, updates vendor information, and process procurement request as appropriate. Inspects goods and materials upon receipt for compliance with specifications. Research and resolves discrepancies or issues with the purchase, delivery, or payment. Researches and responds to vendor issues. Manages copier contracts for the Agency. Coordinates publication orders for the Agency. Participates and assists in meetings, conferences, and training seminars. Administrative Duties: Researches, prepares, and documents recommendations for changes, updates to Agency policies specific to Administrative Services (i.e. vehicles, apparel, procurement, facilities, Policy Information Memorandum (PIMs), etc.). Prepares correspondence as requested following established standards. Distributes PEMA apparel and maintains PEMA apparel inventory. Maintains all PEMA apparel documentation. Bureau Timekeeper: Manages time and attendance for bureau staff. Duties include inputting leave, coding overtime hours, managing overtime approval sheets. Responsible for completing mandatory FEMA Independent Study Courses as requested. IS-100 - Introduction to ICS IS-700 - Introduction to NIMS IS-800 - National Response Framework IS-2200 - Basic EOC Functions (Online) Performs other related duties as assigned. A person in this position may be eligible for telework. NOTATION OF SCHEDULE: During an emergency, employee may be required to work 12-hour shifts. Employee may have their work schedule and/or hours changed or modified based on the emergency and assignment needs. Except for emergencies, changes to schedules and work hours will be provided at least two weeks in advance. EMERGENCY ASSIGNMENT This employee is an Essential Worker. Performs tasks to be assigned during periods of emergencies. Such tasks may differ from normal day-to-day routine. These emergency assignments are, at times, received with little or no advance notice and may last for any period of time ranging from a few hours to several weeks or more, depending on the nature of the circumstance. The emergency assignments are sometimes performed under adverse (less than favorable) conditions and may require travel to a disaster site for short or extended periods of time. This position performs operational assignments as required during actual emergencies. Position may serve in the Commonwealth Response Coordination Center and must be available to work outside of the normal work hours, to include weekends and overnights, when activated. |
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 responsibilities and duties are carried out in accordance with established Commonwealth and Agency policies, practices and procedures. Incumbent of this position is given the latitude to provide sound, professional responses regarding the duties of this positions. |
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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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