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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00202956 |
Description Activated On: 7/10/2026 7:31:17 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. 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 in the following ways: The employee receives telephone calls and provides prompt, courteous answers and/or directs the caller to the proper people within the District. Employee also directs visitors to the correct areas. Employee is to be safety conscious, participate in problem-solving teams and task forces, and support Administrative initiatives. Employee completes typing, word processing, and copying information in varying degrees. Employee covers the switch board, including sorting and distributing incoming mail, preparing outgoing mail, answering and directing calls from several lines, receiving and directing visitors, and 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. Functional areas of responsibility include District Receptionist, Mail Clerk, and Permit processing. Set up locations for public plans display meetings as needed. 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. Keep lobby area neat, update information, keep pamphlets, maps, etc. up to date. Responsible for searching and compiling daily news clips and forwarding them to the appropriate personnel. Screen visitors coming into the District office, be sure they sign in and get a visitor's pass. Sort inter-office mail delivered by UPS as soon as possible through building, contacting individuals who receive overnight mail. Process all outgoing mail, UPS and FedEx on a timely basis. Track items as necessary. Responsible for ordering UPS and USPS mailing supplies and distributing through units. Open, review and route all incoming mail. This involves handling of sensitive material, which requires the application of independent judgment in processing and disclosure. Mail is routed through the District Engineer's office and then back through the mail room to the appropriate unit. 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. Responsible for updating monthly and quarterly phone directories and routing call list. The phone directories are emailed to all employees. Responsible for typing letter correspondence to individuals, companies, legislators and additional recipients. Responsible for typing monthly letters to the bondees with expired surety and insurance certificates. Responsible for typing spring and fall Maintenance Plan reminder letters along with attaching the most current required forms for completion. Inputs Highway Occupancy applications into EPS. Receives and forwards applications on a daily basis in EPS. Attaches Highway Occupancy permit and all corresponding information into EPS. This individual must be cross-trained to check all billings under Agreement. Form (M-371A) is received from the permit inspectors for Highway Occupancy Permit jobs and the information is scanned and inputted into EPS for final invoicing. Assign applications submitted by the permittee/consultant in EPS to the appropriate inspector on a daily basis. Export a report from EPS on a weekly basis to track all applications in the assigned, building response, received, submitted, and under review status. This report is emailed to all inspectors and responders. This individual must be adept at utilizing the Mainframe, WORD, EXCEL, ACCESS, Outlook, SAP, Intranet, printers, mail machine, fax machines, calculators, copy machines, telephone, RMS straight line diagrams, and various maps. Working hours 8:00am-4:30pm with 1 hour lunch from 1pm-2pm. Adjusting lunch and break times may be required on occasion to provide unit coverage. Performs other related duties when required by supervisor. 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. 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. 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: 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. Work is assigned both verbally and written. Employee works independently and/or with assistance from various individuals/units to complete job assignments. Work is reviewed directly with the supervisor or referred by routine mail distribution to the supervisor. Work assignments are reviewed, comments and corrections made if necessary, prior to completion of work task. |
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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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