|
Commonwealth of Pennsylvania |
|
|
POSITION DESCRIPTION FOR JOB POSTING |
|
|
Position Number: 00148160 |
Description Activated On: 5/6/2026 2:36:11 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 employee will perform and coordinate a wide variety of administrative duties and provide guidance to staff within the Bureau. |
|
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. Purchasing Tasks: Review requisitions, assist staff and vendors, and create shopping carts for procurement actions. Purchase goods and services through the Commonwealth’s Supplier Relationship Management (SRM) system by inputting purchase requisitions and goods receipts. Resolves discrepancies in SRM as needed. Maintain knowledge of and adhere to procurement law and policies. Attend all relevant training. Serve as the Bureau and the Planning Deputate: SRM Receiver, SRM Requisitioner, R3 Receiver, R3 Requisitioner, Non-PO Invoice Receiver and Verifier. Budget Assistance: Support budget monitoring, adjustments, and communications with staff. Provide support in budget process, monitoring, accounting adjustments and adjusting encumbrances and informing appropriate Budget personnel of all pertinent information. Prepare and coordinate new Federal Fiscal Year WBS elements for the Bureau’s Budget Coordinator. Evaluates monthly expenditures and recommends budget adjustments to the RDM section manager. Invoice processing: Utility bill receiver, funds commitments, non-PO and general invoice entry. Review and process invoices and gather needed information to resolve errors and issues and track payments through the system. Funds Management: Coordinate fund activity for the Bureau and assist with budget reports and requests. Track open commitments and budget reports Reports: 1. Research and resolve issues: a. Aged Issues Report – monthly or as requested b. Prior Year Commitments Report – monthly or as requested 2. Generate, review, and work with Division Managers: a. Open Commitments Report – monthly, weekly, or as requested b. FM Balances Report – monthly or as requested 3. Generates and resolves issues on Invoice Traffic Report daily. Project Coordination: Annual budget and work program development and tracking. Work closely with Resource Development and Management (RDM) Section supervisor and manager in preparation for the Annual SPR Work Program narratives and budgetary estimates. Assist in the development of estimates for the Bureau budget and State Planning and Research (SPR) work program tasks. Independently researches budget history and prepares estimates for supervisor and manager to review. Administrative Assistance: Organize files. Support daily office operations by organizing tasks, tracking assignments, and helping maintain efficient workflows. Serve as the bureau’s Training Coordinator to notify the Director and Division Managers of any upcoming training announcements, reviews the bureau’s travel/training requests to ensure accurate information is provided prior to the approval process, and maintains employee training records and class enrollments within PennDOT’s Training Partner Application. Develop an annual travel and training calendar that is submitted to the Director for approval, compiles quarterly reports to Director of all employees travel and training expenditures to ensure budget is not exceeded. Enters employee travel reimbursement information in the Employee Self Service (ESS) system accurately. Adheres to Commonwealth’s travel policies. Bureau’s Lead Timekeeper which includes processing payroll and leave transactions, and attending mandatory HR training. Responsible for monthly WEX driver report reconciliation and all duties related to the automotive officer role. Lead in special projects for the Bureau of Planning and Research. Special projects may include but not be limited preparing reports to the Bureau leadership, Executive Staff or Press Office. Independent action is required to coordinate several projects with Office Services, Information Systems, other Bureau Directors, and Division Managers. Employee develops and plans presentation options and recommendations for the applicable manager’s approval. Responsible for checking bureau mailbox for outgoing and delivered mail. Distributes mail to bureau employees. Maintain bureau supply cabinet through monthly inventory, requesting supplies through BPR procurement system, and restocking. Communications Support: Monitor inquires, prepare correspondence, and ensure concerns are addressed and routed properly. Coordinate correspondence requiring Bureau Director/Deputy Secretary approval and signature. Tracks, reviews, formats, and corrects all correspondence following the PennDOT style guide for the bureau. Bureau Right to Know Law coordinator responsible for receiving, determining who needs to respond to the request, and tracking request until completed. |
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. This is administrative work in areas of procurement, project coordination, fiscal and budget activities. Work is assigned in terms of broad objectives and is reviewed for overall effectiveness. |
||||||||||||||||||||
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. |
||||||||||||||||||||
Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
|