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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00191956 |
Description Activated On: 4/28/2025 2:17:12 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. The incumbent in this position is responsible for complex work requiring attention to detail and accuracy in reports, audits, and court documents while performing a variety of administrative staff assignments as an assistant to the Section and Unit Managers. This role will serve the Field Operations Section, which includes Hearings and Suspensions and Quality Assurance activities. These assignments include analyzing administrative or staff operations and procedures, developing and recommending work standards and procedures, conducting research, and preparing reports or findings. The incumbent suggests recommendations and improves the efficiency and effective workflow and customer service, related to hearings and violation sanctioning within the Vehicle Inspection Division/Hearings and Suspensions Unit, as well as participates in Quality Assurance activities. Assignments require detailed knowledge of the functions and procedures of the Vehicle Inspection Division, Field Operations Section, including the Hearings and Suspensions and Quality Assurance Units, and may require familiarity with technical terminology and principles. The incumbent will need to be able to furnish information to the Managers, Chief Counsel, and other staff. This position serves as the backup to the unit manager(s) for both the Hearings and Suspensions and Quality Assurance Units in their absence and as a minute-taker for Inspection Advisory Board meetings. |
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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. This position will serve the field operations section, including hearings and suspensions and quality assurance activities. Aids the clerical staff responsible for the specialized examination of station and inspector audits performed by Field Auditors and reports submitted by Law Enforcement Agencies. Prepares/creates agendas, maintains records, prepares reports and edits clerical staff correspondence. Evaluates all audit data supplied by the Quality Assurance Auditors and Law Enforcement Agencies. Assists the Section and Unit Managers in drafting desk manuals, training guides, training, and other reference sources used by clerical staff within the Field Operations Section. The Administrative Assistant will also make regular updates to these documents to ensure that the materials within are accurate and consistent with all policy or regulatory changes. The incumbent will analyze, compose, and edit proposed operational procedures or needs. This includes consulting with legal staff regarding suggested changes, revising correspondence as necessary, and to review then submit to the Section or Unit Managers for final approval. Responsible for reviewing, editing or correcting correspondence drafted by the clerical staff, and following the procedures within the Field Operations Section. This position communicates via phone, written correspondence, or in person with State and Federal agencies, Police Officers, Legislators, Quality Assurance Auditors, station owners, safety and emissions inspectors and or owners. Provides oversight of sticker audits to ensure process integrity, eliminate overpayments and ensures timely credit balances or refunds are applied, as well as approvals. Maintains spreadsheets of all types utilized by Field Operations Section staff. Updates the Section and Unit Managers with statistics on turnaround times, completion or processing of audits, and any other concerns. Serves as the Hearing Officer for Departmental Hearings for violations of the Inspection regulations committed by station owners and inspectors. Assist with telephone coverage, within the Vehicle Inspection Division. Conduct copying, filing, scanning/imaging, proofreading of documents/records and produce reports as required. Comply with the DVS Customer Service Policy. Perform other related duties as required and assist in other Division sections as needed. The incumbent must be capable of using various pieces of office equipment, including but not limited to: personal computers, remote terminals, telephone, computer printers. Review court documents to ensure compliance and the proper actions stated are enacted. Performs minute-taking, note-taking, and general administrative functions for Inspection Advisory Board meetings. 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. The incumbent must thrive in a self-directed environment, working independently with minimal direct supervision. The position primarily serves the field operations section, encompassing crucial areas such as hearings and suspensions and quality assurance activities. The incumbent will be responsible for making decisions and recommendations regarding penalties for inspection stations and inspectors, basing these judgments on established regulations. This decision-making process is a key aspect of the job, requiring a thorough understanding of relevant guidelines and policies. However, when faced with problems or circumstances that fall outside the scope of established decision-making responsibilities, the incumbent is expected to escalate these issues to the Section or Unit Managers for guidance and resolution. This position demands a high level of autonomy, attention to detail, and the ability to navigate complex regulatory frameworks while supporting the integrity of the field operation section. |
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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: Have knowledge of Microsoft office programs. Experience in analyzing reports and spread sheets. 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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