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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00186620 |
Description Activated On: 7/30/2026 10:54:25 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. Takes lead in moving PennDOT forward by establishing an environment for delivery of effective and efficient support services to transportation activities and enhancing service delivery and quality; ensuring prompt, courteous, and accurate customer services; and improving internal and external communications by being physically present, Monday through Friday during business hours to greet and guide visitors to correct areas, occasionally assisting with scheduling of conference rooms. |
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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. Cover main phone line – effectively receiving calls and provides prompt and courteous answers and/or directing phone calls to proper personnel/areas. Takes messages in sufficient detail to allow follow-up ensuring proper delivery to appropriate personnel within the District. Check all voicemails and ensure all customers are called back before end of shift. Operate mailroom – receiving & sorting incoming mail, processing outgoing mail, keeping envelopes & supplies stocked, making sure enough funds are on mail machine and work with Fiscal Unit if funds are needed. Receive packages and ensure they are routed to the appropriate individuals. Data entry and typing/word processing in varying degrees SAP Concur Expense and travel assistance Maintain Department Safety policies Participate in teams/task forces as needed – providing administrative support Phones: Receive incoming telephone calls for the District Office, screen as required, forward calls to the appropriate department, also answer calls into the District Executive’s office as necessary. Assist incoming callers by providing required information to the best of your ability. When applicable, enter customer calls directly into the CCC system, and assign the concern to the appropriate unit. Utilize current voicemail system to handle both in‐house and outside calls, including forwarding calls to other parties. Takes messages for various District Office employees who are unavailable and who have forwarded their calls to the receptionist. Receptionist / Lobby Provides customer service to visitors entering the District Office. Greets visiting public politely and with concern; announces their arrival to the appropriate individual. Maintain the sign‐in and sign‐out records for visitors and issuing visitor passes when needed. Alerts appropriate individuals (i.e. Chain‐of‐Command, Police, EMS, etc.) when situations involving Building/Employee security arise. Keep reception area neat/clean in appearance, stocked with informational pamphlets for public and employees, update information as needed, switch out awards throughout lobby area for more current years. Maintain and manage operation of the lobby monitor for displaying office messaging, meeting schedules, safety messages, etc. Administrative Support Responsible for typing letter correspondence to individuals, companies, legislators, and additional recipients as needed for District personnel. Process business card requests: From application to distribution of business cards for District and County personnel. Other clerical activities and scanning /maintaining records in operation of the Fiscal unit. Act as Records Retention Coordinator. Assist with scheduling of conference rooms as needed PowerPoint presentation creation/formatting as needed This individual must be adept at utilizing the Microsoft Office suite programs, Intranet, printers, mail machine, fax machines, calculators, copy machines, telephone, RMS straight line diagrams, and various maps. Travel / Expenses- Backup duties when Primary Travel Arranger is not available. Make overnight accommodations for employees who are unable to perform themselves. Answer employee inquiries and give instructions and assistance in proper completion of travel vouchers. Train new full‐ time and temporary employees in proper completion of expense vouchers, including preparing training packets. Assist Corporate Card Coordinator with corporate card program & forms; as well as disseminating new travel information and regulations. Complete out‐of‐state travel request via OSTRs if required. Assist employees with SAP Concur system Review employee expense vouchers for completeness and accuracy in calculations and allowances claimed. Audit vouchers for proper signature authorizations and adherence to department rules and regulations. Enter in SAP and attach all documentation. Liaison between BCPO and individual employees. Reviewing vouchers for accurate coding. CORRECT coding as required. If incorrect coding does post, make FV50 corrections to travel transactions. Sort inter-office mail daily through building, contacting individuals who receive overnight mail. Process all outgoing mail on a timely basis. Responsible for ordering UPS and USPS mailing supplies and distributing through units as needed. Open, review and route all incoming mail addressed generally. This involves handling of sensitive material, which requires the application of independent judgment in processing and disclosure. Mail is routed through the District Executive's office and then back through the mail room to the appropriate unit. If addressed to specific employees – inform them mail was received and if they ask for assistance, open and scan to said employees. Responsible for all outgoing mail to Central Office, UPS, USPS and FedEx. Use independent judgment to determine which method will be the most economical and timely. Tracking some items is necessary. Operate the postage machine by logging daily meter readings; preparing certified or special delivery mail & packages; having postage added to the meter when required; and determining most cost‐effective method for sending mail. Answer employee requests for assistance with incoming & outgoing mail issues. Maintain inventory of various‐sized envelopes and mail supplies. Prepare labels as needed. Keep mailroom clean and in neat order. If available train temporary help in mailroom operations. In rare occasions may be called on to drop-off/pick‐up mail at the post office (if other staff unavailable) 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. 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 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. |
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. As the first person who is contacted in the District Office in person or by telephone, the incumbent must quickly and efficiently route all incoming calls or direct visitors to the appropriate person or areas. Ask questions to clarify what incoming calls are calling regarding to better decide if concerns should be routed to Design, Maintenance or Construction. Questions should include: Where is the specific concern? When did the concern occur, or is it still ongoing? If they are calling about an emergency, to hang up and dial 911. Did they speak to a PennDOT representative already, and is there a person that can be named? What is the nature of the concern? Review Travel Expense Vouchers for accuracy, completeness, and adherence to dept policies and procedures. Assess if all required receipts are attached; and if coding is correct. Correct coding as necessary. Determine most efficient and cost‐effective method for sending out‐going mail. Determine correct party for distributing incoming mail. Monitor meter $ balance. Perform work with considerable independence with standard operating procedures. However, detailed supervisory guidance is received for new or unusual situations and changes in operating procedures and policies. |
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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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