|
Commonwealth of Pennsylvania |
|
|
POSITION DESCRIPTION FOR JOB POSTING |
|
|
Position Number: 00223985 |
Description Activated On: 5/22/2026 8:41:27 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. This position is the Administrative Assistant I of the Online Program Section. Under the direction and technical guidance of the Online Program Section Manager, the AAI is responsible to perform various administrative duties for the Online Program Section (OLRP Quality Control Audit Unit/Online Messenger Program). This position will track/extract/analyze and trend data from various reports it develops and maintains related to the Online Programs Section. This position is also responsible for the supervision of the correction of errors submitted to the department by the Business Partners. The administrative duties include, but are not limited to analyzing operations, preparing reports, and conducting research within the Bureau of Motor Vehicles. Regular duties and responsibilities are performed with considerable independence. |
|
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. Must present a professional, courteous image to align with and represent high departmental standards. Provides high-quality customer service via telephone and email for assistance in supporting processing challenges for PennDOT Business Partners. Participates in conference calls and attends technical meetings concerning stakeholders of the Online Programs section. Provides feedback on progress and identified issues. Develops, manages, and analyzes reports and projects as requested to include, but not limited to: • Image Aging Reports. Tracking each Integrator’s Aging Report Monthly. Examining each Integrator’s missing images and working through the OLRP Manager/Integrator to contact Agents to secure work. Ensuring Agents submit work by tracking work received. Reporting the compiled information and timeframes for each Integrator to the Section Manager. • Missing Reconstructed Work. Tracking each Integrator’s Missing Reconstructed work. Examining reports received from SSU and then working through the OLRP Manager/Integrator to secure missing paperwork for SSU audit staff. Reporting the compiled information for each Integrator to the Section Manager. • Failed Reconstructed Work. Tracking each Integrator’s Failed Reconstructed work. Examining reports received from SSU and then working through the OLRP Manager/Integrator to identify trends and root cause errors for processors errors. Providing information to OLRP Manager/Integrator for resolution of identified errors, i.e. additional training, request for Audit, etc. Reporting the compiled information for each Integrator to the Section Manager. Assist the OLRP/OLM Program Managers in ways that maintain conditions that are favorable to the workflow. Provides the Online Programs Manager with adequate feedback. Interpret and follow oral and written instructions taking the responsibility to ensure that all instructions given are understood and enforced. Identifies sources of problems, conducts research, and recommends or takes action to resolve issues. Determines when e-mails, face-to-face meetings or escalation is the appropriate course of action to resolve problems. Resolves complex motor vehicle issues through coordination with the appropriate processing areas, including the interpretation of complex motor vehicle records from the Integrator or MVDLS systems. Organizes and types various types of correspondence and reports by established due dates. etc. Demonstrates knowledge/skill in the performance of job duties including relevant knowledge of applicable Management Directives, Department Policies and Procedures, Motor Vehicle Laws and Regulations, Driver and Vehicle Services core business, programs and direction. Knowledge/skill reflected in behavior that demonstrates an understanding of appropriate interaction with customers, including adherence to the Driver and Vehicle Services' Customer Service Policy. Knowledge/skill in anticipating and addressing customer needs, streamlining processes, and providing timely responses. Establishes appropriate work plans and monitoring activities to ensure work is accomplished according to expectations/standards. Utilize Agency specific programs (but not limited to): MVDLS, EDMS (ECS) Retrieval/Capture. Complete reports in a timely manner and a maintains a keen ability to prioritize work. Work overtime when required. Take an active role in succession planning. Participate in self-development/training to develop skills and knowledge. Provide knowledge management/transfer by identifying key aspects of the job and sharing explicit and tacit program/technical knowledge with other employees. Performs other related duties as assigned that align with the Department’s mission, values and goals that support PennDOT’s vision. SAFETY Is individually accountable for safety at PennDOT: 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). |
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. Most position duties and responsibilities are self-evident and carried out in a predominantly independent manner. Receive direction as needed from the OLRP Manager, OLM Manager, Section Manager, Bureau Director and or Deputy Secretary. Independently evaluate and make judgments applying established business rules and procedures to produce the desired product for the customer. |
||||||||||||||||||||
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. |
||||||||||||||||||||
Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
|