|
Commonwealth of Pennsylvania |
|
|
POSITION DESCRIPTION FOR JOB POSTING |
|
|
Position Number: 00223438 |
Description Activated On: 3/4/2026 8:49:56 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. Serves as the primary timekeeper for the Forest County Maintenance Office and Warren County Garage. Enters payroll, researches issues and errors as well as resolves payroll issues. Serves as the backup timekeeper for Warren County. Provides clerical support to Forest/Warren County. |
|
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. Reports directly to Clerical Supervisor 2. Supports the Department Strategic Agenda by working to accomplish District Business Plan goals and objectives in daily activity. Follows up on District Business Plan action items for which responsible. Develop action plans as needed. Description of Duties: Primary timekeeper for Forest County field and garage as well as Warren County Garage. - Researches and resolves leave and payroll issues to include those identified in reports or by employees - Researches payroll/leave errors, notifies employees of error and appropriate resolution, which includes what the error was, what steps must be taken to resolve the error and any impact the error may have on the employees pay - Reviews, interprets, and verifies the completion of paperwork associated with leave - Reviews payrolls for completion and accuracy prior to inputting into ZIPY by ensuring work orders are coded for the correct plant, assembly matches work order number, actual production units are in correct increments, and total production hours worked - Understands, utilizes, and interprets contracts (Master Agreement and Master Memorandum), management directives, Commonwealth pay rules, foreman manuals, alternate work schedules, multiple shifts, 24/7 operations, winter and summer agreements, and local side agreements in calculating employee pay for regular time, shift differential and overtime - Responsible for SAP system error resolution for county employee leave and payroll transactions - Generates, researches, and monitors error reports on a daily basis - Determines source of incorrect payments - Independently investigates through several SAP reports and screens the course of action in determining the cause of the error and solution - Makes decisions between different procedures to be followed when payroll errors occur requiring timekeeper to investigate -Educates county employees on time and payroll guidelines and policies - Enters TWOC for county employees upon receiving approval from District - Verifies equipment used during TWOC as well as number of hours worked Uses electronic check off sheets for Forest Count field, Forest & Warren Counties garage employees. Making changes as new employees are hired and taking off employees who have left employment. Check in employee’s hours, leave time, overtime, shift differential, out of class, & comp earned on check off sheets for Forest Count field, Forest & Warren Counties garage employees. At payroll close-out checking hours on check off sheets to the hours in SAP/Cat3 for any discrepancies for hours worked, overtime, out of class, Shift Differential, & comp earned Upload payrolls from the ePayroll system to the ZIPY Payrolls in SAP following the correct procedures. Monitors the ePayroll portal throughout the day to upload the payrolls that come through. When the DOT Crew is operating in Warren and Forest Counties upload payrolls from the other counties that are working in our counties. Checks all ePayroll payrolls for errors and if errors are found send the payrolls back to the foreman for corrections. Correcting the ZIPY payrolls to match the ePayroll payrolls. Weekly Planning Meetings: Provides a listing of pre-scheduled leaves on appropriate form for use at the Weekly Planning Meetings. Upon notification from Clerical Supr., calculates and reviews leave pay-outs for separated and retiring employees. Prepares and mails payrolls for both Warren & Forest Counties to Pa. Dept. of Revenue/Micrographics for archiving following the retention schedule. EPR/POSITION DESCRIPTIONS: Employee Performance Review System - Responsible for EPR system for management and non-management employees to include tickle system for evaluation processing, performance standards and six-month review system. Maintains tickle file for progress reviews and Probationary evaluations making sure to comply with required completion dates. Annual, Probationary, and Interim EPRs are automatically uploaded to employee’s OPF. Review information in the Performance Management Database for all employees monthly. Annually updates Performance Standards, has supervisors review them with employees and obtains signatures. Ensures that new employees have Performance Standards and obtain signatures. To be filed with Annual Employee Performance Ratings in their OPF file. Annually updates online Position Descriptions (PD's), has supervisors review them with employees and obtains signatures. Ensures that new employees have active or revised online Position Descriptions within four weeks of appointment or promotion. Career Development Plans- send out yearly for updates and for all new employees. Inform new employees about the Career Development Plans and assist employees with the process. Supports the office staff with reception duties when needed or when one of the clerical staff is absent, which include, but are not limited to; Answer all incoming telephone and radio calls to include communicating messages via telephone or radio to proper personnel, taking customer road concerns via telephone or face to face and enters them in the Customer Care Center (CCC) to be forwarded to the appropriate manager, assists customers with instruction on how to submit a claim for damaged property. Waste Agreements – Distributes forms for waste agreements from public inquiries. May receive and enter in the online tracking spreadsheet, in the absence of the RPT1. Pulls reports from spreadsheet for valid agreements as per requests from Assistant Managers and Foremen by designated area. Processes mailbox and deer complaints and sends to appropriate foreman and tracks. Get mail from the mailbox and distribute. Collect mail to be sent out. Distribute internal mail from the field. Back-Up: Timekeeper for Warren Field Payrolls Records Coordinator Back-up - To locate documents if requested from District Office if Clerical Supervisor is absent. 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. Provide office services that are user friendly, customer service driven and add support to other department units, both field and office. Utilize advanced informational and procedural technologies that enhance a seamless transportation system committed to providing the best possible services to internal and external customers and partners. Achieve department goals through a team effort while collectively and individually improving daily performances with the highest degree of integrity. Recognizing that everyone is involved in the District's and County's actions to demonstrate sound environmental practices, each employee fulfills the maintenance unit business plan objectives related to the Strategic Environmental Management Program (SEMP). Also, supports the efforts of other employees to meet these objectives. Attends environmental training designated for this Working Title. 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. 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. Evaluate contractor operations: - Immediately stop unsafe actions - Engage in ongoing safety dialogue with the contractor's leadership 6. 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. 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 7.50/8.0 hours day. This is not intended as an all-inclusive position description. May be required to perform a variety of clerical and typing duties to include typing letters, reports, memos and organizing files. This employee may be required to handle the above duties for both Warren and Forest Counties. |
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. Independently researches and resolves time and payroll issues. |
||||||||||||||||||||
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 |
||||||||||||||||||||
Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
|