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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00166091 |
Description Activated On: 4/20/2026 10:18:33 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. Performs clerical and minor administrative duties by serving as the Maintenance Division Secretary for the Assistant District Executive. |
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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. Provides secretarial services for the Assistant District Executive. Tracks correspondence sent to the Maintenance Division Unit that requires responses to ensure that due dates are met. Prepares and types for signature responses to routine inquiries after researching, gathering, reviewing and selecting the appropriate data for use. Monitors the Maintenance Division overtime; tracks sick leave usage by the Division personnel and refers apparent problems to the Assistant District Executive. Is responsible for tracking Legislative and Secretary's letters assigned to the Division and ensures that responses are made within the deadlines. Serves as training liaison for the District Maintenance Division; makes information available to the Division supervisors; recommends to District Training Coordinator the names of the Division personnel who should attend specialized job related training required by Central Office or driven by changing technology; discusses with the Training Coordinator other training needs of personnel that may not be available through an in-service provider. Develops and coordinates a Health and Wellness Program for the Engineering District Office as needed by providing direction and coaching for each of the county maintenance organizations in developing their respective programs by; monitoring current health emphasis areas in the news and periodicals, conducting an annual health needs and interest survey to select subjects for health fares and health awareness sessions when held. Identifies, contacts and selects resource providers to participate in health awareness special events when held; schedules events for employee participation; interacts with the District Safety Officer to determine if recurring injury types are present that can be addressed through the Wellness Program; researches health topics over the internet, in health magazines, and from publications from health agencies and then publishes a Health Newsletter with summary information. Assists the Project Managers with miscellaneous ECMS functions such as scanning and linking documents, printing submissions, and reviewing invoice back-up material. Develops and maintains various related spreadsheets using information gathered from ECMS, MPMS, BMS-2 and SAP. Processes Non-PO invoices for the Division Unit through the SAP system. Division Travel Coordinator, which includes travel expense account input and hotel arrangements for Division employees. Serves as a backup replacement for the District Executive's Administrative Assistant during her absences from work. Performs related work as required. 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 any 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. SUCCESSION PLANNING: 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. FAIR LABOR STANDARDS ACT (FLSA): Unless directed otherwise by your supervisor or manager, comply with stated work hours for the 7.5/8.0 hour day. |
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. Determines content of health newsletter as necessary. Provides appropriate notification to managers and supervisors on EPR matters. Determines the routing and distribution of mail and documents coming to the Assistant District Executive-Maintenance. Works with Assistant District Executive-Maintenance on some work distribution matters. Assists the Assistant District Executive-Maintenance on work product tracking to develop various spreadsheets. |
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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. N/A 5. N/A 6. N/A |
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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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