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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00203682 |
Description Activated On: 11/14/2025 1:02:43 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. Provides a variety of clerical and administrative support as directed by Clerical Supervisor for the Clearfield/Elk County Maintenance Organizations. |
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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. The Clerical Assistant II will be under the supervision of the Clerical Supervisor. This employee performs a variety of office and specialized clerical activities for the County Maintenance Office. This person assists the Clerical Supervisor, County Equipment Manager, Mechanic Supervisor(s) and garage personnel with administrative activities related to in the front office, equipment maintenance and garage functions. Duties may include but not be limited to: Serves as primary County Training Liaison for all equipment and non-equipment trainings. Responsibility includes input of equipment certifications in Success Factor, creating classes, enrolling/unenrolling and following up participants for in house trainings such as Dark Hours, Safety Stand Down Days, Flagger Training, Safe Driver, SIT/MAT, Tar Kettle Operations, First Aid/CPR training; as well as communicating training to the employee, running reports and keeping the county training matrix updated. Coordinates with the District Training Coordinator on training needs, issues, and reporting on programs. Serves as the primary County Travel Arranger; makes travel arrangements, reviewing and completes reimbursement request by entering trip details/receipts into SAP Concur. Answering inquiries pertaining to travel information. Completes payroll tasks for the garage employees which includes the following: input of garage employee timecards daily in SAP Plant Maintenance, posting employee payroll hours on check-off sheet, and tracking and reporting of overtime equalization. Back up to the primary timekeeper including uploading payroll and if an error message is received, send back to Assistant or Highway Foreman to review the error and make corrections to e-Payroll. Responsible for making corrections in the ZIPY after it is returned. Inputs, tracks and maintains inventory of commercial fuel cards. Monitors daily, weekly, and exception fuel transactions and reports and will notify the County Equipment Manager of any discrepancies. This includes the Automated Fuel System and HPG/MPG error reports. Also processes the annual Liquid Fuel Tax Refund. Monitors transactions to support Preventive Maintenance Quality Assurance (PMQA) review, Shop Compliance Review, and Fuel Audit requirements. Enters all Fleet and Equipment Accidents into ATS and ensures all equipment accident paperwork (STD-541) in the county organization is completed accurately and submitted timely to District Office for processing. Initiates required changes to personnel and equipment lists and makes any needed revisions after review by program supervisor and distributes throughout organization as needed. Also prepares and maintains Winter Preparedness Forms. Prepares correspondence, forms, letters and reports including transcribe, type and distribute various meeting minutes related to any/all program areas of the County Organization. Responsible to organize, review and compare M-614s to AO/BW Report and identify any variances and start correction process, and notify mechanic supervisor of any deficiencies noted. Provide general filing of both electronic and hard copy files in support of all County organization program areas, including Form M-614 Operator’s Daily Report for Mobile Equipment, M-805 Record of Equipment Operation, and fuel transaction receipts and reports. Answers incoming telephone, radio calls and forwards them to the requested person or activity including serving as a back up to the radio room operations. May act as receptionist, receive and greet visitors to the County Office and either directs them to the person or activity needed or arranges to have them met in the lobby area. Uses common office machines such as a copier, fax machine, laminator, shredder, calculator and computer and Microsoft computer programs such as Outlook, Word, and Excel. Attends environmental training designated for this Working Title. Performs other related duties. 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. 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 your staff. Recognize safety daily. Acknowledge EXTRAORDINARY achievements. Learn and improve through After Action Reviews (AARs). 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: 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. Establishes work priorities. Changes in operational procedures and work policies are discussed with supervisor prior to executing. Ability to organize work and develop effective work methods in an area which involves variable phases of different procedures. |
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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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