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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00196692 |
Description Activated On: 8/6/2026 8:56:17 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. Provides supervisory clerical and office support within Chester County. Position performs clerical work coordinating human resources activities for the county and supervises county clerical functions. This is a confidential position. |
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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. Supervises county clerical staff which includes a Clerical Assistant 3 position that is responsible for timekeeping functions. Also supervises and provides support to additional clerical staff performing duties related to: personnel, payroll, leave usage, Family Medical Leave Act (FMLA) leave, benefits, accident reports, worker's compensation claims (processes and determines duties for all transitional duty employees), employee performance reviews, training, and travel and temporary employees engaged in administrative support services. Functions as a Human Resource Liaison with the District. Performs all human resource functions relating to vacancies and hiring within the county maintenance office for permanent and seasonal positions. Schedules interviews, prepares interview packets, verifies documents for accuracy and qualifications, prepares pre-employment CDL drug and alcohol verifications and testing form. Schedules appointments for Random Drug Testing, Pre-Employment Drug Testing, and employees who are off work longer than 30 days. Coordinates the Summer and Winter temporary programs at the County Level. Assists with seasonal and permanent interviews. Conducts on-boarding for new employees. Processes EPARS for actions affecting County Employees to include but no limited to separations, retirement, TEOA/TEOB Operator reclassifications, LWOP, etc. and prepares unemployment paperwork. Conducts on-the-job training for new and existing employees. Serves as the point of contact for the county for all human resources inquiries, vacancies, employment opportunities and all related human resource questions and guidance. Plans, organizes, and assigns work to subordinates to meet County and District priorities and reviews work results for accuracy and completeness. Serves as the Employee Performance Review (EPR) coordinator. Maintains and prepares EPRs and position descriptions for Assistants, Roadway Programs Coordinator and Foremen. Employee works directly with the County Manager and the Roadway Programs Coordinator to organize and schedule all county events, meetings, and trainings. Supports office staff with reception duties when needed, due to clerical staff absence. Types letters for Preliminary Disciplinary Conference (PDC) meetings and works with management on violations based on policies and procedures; gathers personnel information for the PDC meeting. Prepares minutes for PDC, maintains file for PDC information and logs any disciplinary action; maintains discipline letter log and ensures discipline letters are removed from E-OPF when required. Sends letters for any disciplinary action with copies to appropriate parties. Maintains a grievance log; completes forms for any settlements and distributes to the Union, the District Office and, if necessary, to the timekeeper. Keeps record of settlements. Types Labor Management minutes. Prepares and posts specialized crew bids and seasonal stockpile assignment bids at appropriate times during the calendar year. Reviews bids and ensures results are compiled based on seniority and certifications and distributes winning bids to the field. Prepares bid forms for summer and winter equalization bids and creates and updates crew lists to post in the field and District. Maintains seniority lists and organizational chart for the county. Monitor’s Temporary Working Out of Class (TWOC) assignments and requests extensions. Reviews and monitors complement report. Creates, inputs, or reviews all personnel actions, including but not limited to any which affect employees to ensure their needs are promptly satisfied and conform to Commonwealth policy. Annually updates emergency contact information for county personnel. Maintains employee’s Electronic Official Personnel Folders (E-OPF’s) which includes but is not limited to scanning all documents that need to be filed in the E-OPF for both counties and uploading to SAP via HRDoc. Ensures all discipline documents are tracked and purged as necessary. Maintains Overtime Equalization Records for all clerical personnel. Creates records of overtime hours worked at the beginning of each equalization period for each employee, updates record on a bi-weekly basis at the end of each pay period, prepares final equalization report at the end of equalization period and posts accordingly. Reviews monthly overtime reports and ensures employees are not exceeding the allotted overtime hours allowed and alerts management when an employee is nearing limit and if necessary, submits proper documents to District office for approval of additional overtime hours. Coordinates Bid Days, Safety Stand Down Days, Get Healthy Screenings, State Employee Combined Appeal (SECA), Job Shadows, Acting Foremen Academy, Snow Academy, In-County Trainings, and all associated paperwork. Performs all follow-up duties associated with said events. Serves as the county training coordinator, scheduling employees training, and closing out classes. This position maintains a log of all employees required trainings to include professional training requirements and certifications, the date of completion, and date of recertification. This position will also schedule and add to the log all new required trainings. Routes and distributes U.S. and District Office mail. Forwards incoming mail to Maintenance Manager for review. Follow-ups on all notations on mail after manager’s review. Tracks TEOS equipment certifications, tanker endorsements, HAZMAT endorsements/reimbursements, vehicle inspection licenses for employees required to maintain them, mandatory safety talks, policy acknowledgement sign-off forms, and maintains other various tracking spreadsheets. Maintains information on bulletin boards and ensures postings are current and in compliance with regulations and policies. Performs other duties as required. 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. Actively engage in succession planning by assessing potential vacancies; identifying current and future critical needs and competencies; and assessing the interest, availability, and readiness of current staff and candidate pools. Work with employees to complete and maintain a Career Development Plan. Engage employees and recognize employees and their accomplishments. Establish a mechanism to identify, capture, and share explicit and tacit program/technical knowledge among staff. 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 adhered 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. Department Green Plan Policy: Commit to following the Department’s Green Plan Policy (Pub 712) and the associated principles. Failure to comply with the Department’s Green Plan Policy shall be documented in the employee’s performance review. Fair Labor Standards Act: Understand your responsibilities as a supervisor under the FLSA to ensure that employees are paid appropriately for hours they work or are allowed to work – i.e. all time spent furthering the business of the Department. Ensure that your employees are performing work only within their regularly-assigned shift hours, unless overtime has been directed and approved in advance of completed work. There should be no confusion as to when work has officially started or ended. Ensure that all hours employees work are fully accounted for on payroll sheets. |
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 employee is expected to work with minimal supervision and maintain open communications with immediate supervisor.This employee is expected to notify immediate supervisor if employee witnesses or gains knowledge of incidents which wouldjeopardize the Department's integrity. Determines appropriate individual clerical functions to perform regarding assignments and direct the workforce to carry out those assignments. Evaluates the skill level of the subordinate staff and makes recommendations on required training and opportunities for overall performance improvement. |
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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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