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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00115908 |
Description Activated On: 1/23/2026 3:24:57 PM |
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 works under the clerical supervisor and is responsible for providing a variety of clerical support services to the equipment manager and garage personnel. |
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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. Enters all items purchased by the Mechanic Supervisors on the US Bank Active Pay website. Garage Clerk will be responsible for the data entry of all projects 813 items procured in the county. This task is accomplished in accordance with Visa purchasing guidelines. Prepares and maintains daily overtime equalization report and distribute weekly to the Equipment Manager and Mechanic Supervisors. Screens incoming phone calls to the garage, the creation of various forms and documents using word processing software and handle all typing requests generated by the Equipment Manager. Covers garage office, phones, and radio when manager is not available. Reviews, forwards, and files M-614 Operator's Daily Report. Will also be responsible for updating or creating and maintaining an efficient method of reviewing and filing M-614's. Keeps track of inventory and orders M-614 forms when needed. Enters M-805 transactions in SAP monthly for 8 vehicles and responsible for preparing the monthly M-806 log for County Equipment Manager. Inputs Trainings and operator certifications in “My Learning” As the Safety Committee Secretary, the Garage Clerk will meet with the facilitating manager to compose the agenda and will record meeting minutes for each monthly meeting. Will also process the monthly meeting minutes and distribute to all employees. Will also be responsible to research, assemble, organize, and help setup the Safety Stand Down Day stations that pertain to the safety trends for the county. Will distribute, collect, and process all After Action Reviews (AAR) and present findings at future safety meetings. Gathers, organizes, and distributes all pertinent information (ins. card, snow maps, calibration sheets, etc.) for all winter equipment pieces to include in Dry Run Packets and Foreman's Winter Manuals and will be responsible for delivery to all foreman before dry run day. Acts as the Assembly Area Leader for Building Evacuation assembly area for roll call. Maintains all WEX Automated Fuel System records such as inputting bulk transfers, and fuel truck manual issues into the SAP system. Files all fuel receipts by employees last name for the reconciliation of the monthly WEX fuel statement and fixes any errors. Researches and corrects any errors from the WEX Monthly Exception reports and the Weekly HPG-MPG (Hours per Gallon/Miles per Gallon) reports from Harrisburg Fleet Division Enters all fuel download information into SAP Inputs garage payrolls daily for the Mechanic Supervisors, Mechanics, fuel truck operator, 2 semi-skilled laborers and high school interns. Runs routine error reports and corrects routine errors such as autofills. Refers non-routine payroll errors to the county's primary timekeeper. Processes equipment accidents as they happen and distributes documentation to proper personal for completion. Also collects police investigation reports for each accident where necessary. Proofreads all materials to ensure that all information is complete and enters the reports into the Accident/Injury Tracking System (ATS) and the FARM-ORIGAMI System in a timely fashion. Configures 12 months of the Liquid Fuels Tax data and files claim for refund. Keeps track of all spare fuel cards and log. Orders new employee fuel cards as well as any current employees’ cards that are lost or damaged. Keeps all information up to date for yearly fuel audits but Harrisburg. Assists vendors with orders, picking up parts or finding someone to help assist them. Performs related work as required. Workforce/Succession Planning: Employees 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. 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. Evaluate contractor operations: -Immediately stop unsafe actions. -Engage in ongoing safety dialogue with the contractor’s leadership. 6. Promote a culture that emphasizes safety as a core value. -Immediately stop 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 staff. -Recognize safety daily. -Acknowledge extraordinary achievements. -Learn and improve through After-Action Reviews (AAR’s) -Enforce accountability. Fair Labor Standards Act: Unless directed by your supervisor or manager, comply with the stated work hours for the 7.5/8.0-hour day. Department Green Plan Policy Commit to following the Departments Green Plan Policy (PUB 712) and the associated principals. Failure to comply with the Department Green Plan Policy shall be documented in the EPR |
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 determines emergency and non-emergency calls and prioritizes and organizes work to keep garage operations running smoothly. Unusual situations/issues are discussed with the supervisor and/or other management/supervisory staff. |
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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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