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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00122708 |
Description Activated On: 6/8/2026 3:18:35 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 serves as the agency Automotive Officer and liaison to other agencies, as well as the agency Property Control Officer for the Department. The incumbent is responsible for staff work performing a wide variety of administrative tasks associated with equipment, facility, and asset management. This position supports central and field offices in the execution of their automotive, asset accountability/surplus related matters. This is a supervisory position and currently oversees the work assignments of 1- Administrative Assistant, as well as assisting with the supervision of another Administrative Assistant and Clerical staff, as needed. |
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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. EQUIPMENT & VEHICLE MANAGEMENT PROGRAM: Manages and coordinates the operations of the Department's automotive fleet. The fleet consists of 4,000+ vehicles/equipment (over 99% are DCNR owned, with less than 1% leased), which are assigned to employees and field locations statewide. Handles the assignment of all vehicles and fuel credit cards to individuals or site locations; submits change requests and/or replacement of fuel cards to DGS. Travels to DGS, Garage, and other locations throughout the Commonwealth, as required. Develops, interprets, and implements policies and operating procedures for fleet management. Studies and analyzes administrative operations for potential problems and prepares detailed and comprehensive reports of findings. Updates and maintains the integrity of the Vehicle Maintenance System (VMS) database and ensures proper/timely submittal of information to DGS, Bureau of Vehicle Management for all required updates in the M5 system. Reviews and analyzes the leased vehicle program and agency vehicle rentals made available through the Enterprise Rent-A-Car contract on a statewide basis. Serves as utilization analyst in determining the effectiveness of current vehicle usage, and appropriateness of vehicle for site location. Manages the overall agency Motor Vehicle Authorization Level (MVAL) and works to obtain approvals if increases are requested. Prepares the annual vehicle replacement package for the agency. Confers with program managers and executive staff to determine program needs, usage, and effectiveness at a statewide level. Prepares all required paperwork for the replacement/purchase of all equipment, agency passenger, commercial, and law enforcement vehicle orders which includes vehicle and equipment specifications. Prepares, reviews and signs Used Vehicle Disposition Reports when vehicles are turned in and/or disposed; 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 are turned in and/or disposed, ensuring the vehicle meets the DGS disposition requirements. Prepares paperwork for surplus of heavy or peripheral equipment to be auctioned online to the public. Agency liaison for DGS auctioneer and buyer to coordinate details of purchase such as pick-up and payment. Receives, reviews, and signs all accident reports in which a department employee and/or Commonwealth vehicle are involved, and obtains additional information as necessary, then submits to DGS. Determines the applicability of a taxable benefit for employees with permanently assigned Commonwealth vehicles; works with employee to complete the STD-928 (Declaration of Use of a State-Provided Vehicle) and sends for agency head approval, then submits on to the Bureau of Commonwealth Payroll Operations and DGS, Bureau of Vehicle Management. Submits STD- 928. Assists with management of central office pool vehicles, consisting of 20 vehicles for use by staff in Harrisburg. Works with the agency field offices regarding procedures and policies related to leased, purchased, or rental vehicles, repairs, use of vehicles, assignment of vehicles, accident reporting, registration of vehicles and turn-in/disposal of vehicles. Responsible for providing agency field level approval of vehicle repairs over a designated threshold to DGS personnel. Acts as department liaison with DGS, Bureau of Vehicle Management for vehicle issues. This includes any discrepancies pertaining to vehicle and equipment mileage, usage, assignments, overnight location, and passenger vs. non passenger designations. FACILITY MANAGEMENT: Oversees matters regarding building access and key requests for office doors and modular furnishings, workspace reported problems or required changes (including office space re-configurations), signage and component mounting needs for the DCNR staff which occupy 4 floors of the Rachel Carson State Office Building (RCSOB). Supporting HR’s workspace on an additional floor, is also required. Assists Administrative Assistant with use and work planning of vendor contracted workers as needed. Supports the agency as an account administrator to the UPS Campus-Ship online shipping system. ASSET MANAGEMENT: Functions as the Department's Property Control Officer. Develops, interprets, and implements policies and operating procedures for agency asset management. Responsible for vehicle and equipment purchases, disposition of property which includes revenue coding for sale of assets, and receipt of acquired assets. Oversees the inventory/disbursement of Capital Asset ID tags for program identification and management of purchased items over $5,000. Manages Fixed Assets related to vehicles and equipment. Compiles proper funds coding information regarding assets over $25K and submits to Fiscal personnel for FA assignment. INSURANCE: Functions as the DCNR Insurance Coordinator, coordinates all matters pertaining to insurance and risk management. Responsible for receiving insurance claim information from field locations, reviewing, and filing insurance claims related to fire, theft and liability. Works with DGS, Bureau of Risk and Insurance in the submission and handling of these claims. Verifies received Automobile Accident Settlement Checks to ensure DCNR is entitled to the funds which are deposited according to the proper funds coding for the damaged vehicle, then forwards the check and Settlement Memo to Comptroller Operations. SUPERVISORY: Supervises the Office Services Administrative Assistant who is responsible for facilities, as well as HR Liaison duties. Assists in the supervision of and directs tasks to Clerical staff and an additional Administrative Assistant, as needed. OTHER RESPONSIBILITIES: Studies and analyzes administrative operations and problems, prepares detailed and comprehensive reports of findings and recommendations, and assists in implementing procedural or policy changes. Prepares recommendations and justifications for changes in policies and procedures, regarding the management of office services activities. Reviews correspondence, news sources, technical literature, and departmental activities, and informs superior of significant developments. Serves as agency advisor, when required, to provide customer support to DCNR program staff within RCSOB to promote a safe workplace, program productivity and any needed assistance the Bureau of Administrative Services offers. Travels to field offices and other sources to dispose of surplus, resolve problems, gain input, compile data, and provide or receive training. Develops goals and objectives for the equipment management section of Office Services and implements work plans to accomplish goals. Oversees completion of all work assignments in the Equipment & Facility Management Section of Office Services, to meet deadlines. Reviews and responds to all DGS data calls related to equipment management. Reviews and responds (as appropriate) to any reports, billings or usage inquiries received by the Equipment & Facility Management Section, formatting data for distribution to relevant central program and field contacts as an operations management reference. This position serves as the emergency contact for vehicle and RCSOB issues, and is assigned a COPA cellular phone, which typically requires quick conversations to resolve issues/concerns, which do not occur regularly. Other duties as assigned by Supervisor, Bureau Director, and or Deputy Secretary of Administrative Services. |
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. Decisions are made independently on day-to-day operational issues and activities, and the prioritization and assignment of work. Issues that cannot be resolved or issues that involve areas outside the work unit are presented to the Chief of Office Services and or Bureau Director. |
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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: General Knowledge of the automotive industry. General knowledge of facility maintenance. Proficient with Excel and Microsoft Office 365 applications. Licenses, registrations, or certifications: 1. Class C Driver's License 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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