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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00213378 |
Description Activated On: 4/9/2026 12:50:50 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. This position provides a wide variety of professional administrative services to PennDOT’s Office of Chief Counsel (PD-OCC). The incumbent in this position reports to the Office Manager. |
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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. Primary Administrative Functions: This position functions as backup to PennDOT Office of Chief Counsel’s HR liaison and Hiring Coordinator and requires all of the abilities to fulfill the demands of that position, including the maintenance of confidentiality, position creation, reclassification, reorganization, supervisory changes, working-out-of-class requests, funding changes, work schedule changes, updates to position roles, etc. Serves as primary Onboarding Coordinator, overseeing the end-to-end provisioning of assets and system access for all new hires. Manages the full lifecycle of IT requests and ensures alignment across all support processes. Oversees mail operations to ensure that the mail is opened twice a day and that the mail and faxes are delivered promptly. Ensures the mail sorting guidelines are current. Update and revise mail sorting schedule as employees are hired and/or separate service. Collaborates with our mail room to resolve issues and ensure operations run efficiently. Serves as Continuity of Operations Plan (COOP) Coordinator. Monitors changes to COOP plan and updates all informational documents related to personnel to ensure the plan is current and accurate. Determines essential functions and required resources and conducts COOP exercises. Produces reports and responds to inquiries from DOT COOP. Attends regular training on the COOP process. Serves as DOT OCC’s Evacuation Manager. Duties include recruiting and maintaining evacuation team volunteers at office headquarters, serving as assembly area contact ensuring all staff are accounted for during evacuations, addressing problems/concerns associated with evacuations and serving as DGS’s contact for evacuations. Responsible for maintaining up-to-date seating charts and using Adobe Acrobat Pro to create clear, accurate, visual layouts and organizational materials that support floor-plan management. Primary coordinator for all Out of State/Out Service Training (OSTs). Reviews, logs, signs, and transmits Agency Indebtedness Memos (AIMs). Employee Self Service (ESS) Manager for the office. Facilitates training for new employees and supervisors as needed. Ancillary Administrative Functions: Serves as liaison to Surplus System. Records Retention and Disposition Schedule maintenance and compliance. Ordering and tracking of Advancement Checks. Facilities support to include responsibility for updating the Office of Chief Counsel Organizational Chart and Floor Plan. Acts as primary coordinator with OGC in initiating requests for employee access to LawNet and MMS. Back up to the Supplemental Employment Request (SER) workload. Maintain phone voicemail and forwarding messages. Updates employee data in the Global Address List (GAL). |
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 is expected to perform routine and assigned tasks with minimal supervision and to make independent decisions in the absence of a supervisor. |
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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: N/A 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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