Position Description

Commonwealth of Pennsylvania
POSITION DESCRIPTION FOR JOB POSTING
Position Number: 00225511	Description Activated On: 11/12/2025 10:08:09 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.

Under the direction of the Highway Equipment Manager performs a variety of clerical support functions for the Lancaster County Maintenance District fleet equipment operation.

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.

Responsible for input of payrolls for garage personnel to SAP system, reviews payrolls for completeness and math accuracy, obtains any additional information needed for coding properly, and inputs data timely for next pay processing date. Runs payroll reports to determine any errors on payrolls processed and initiates payroll adjustments.

New Employee Actions: Assists with onboarding issues, and new hire trainings.

Organization Charts: Maintains internal organization charts to ensure accuracy.

Serves as back up timekeeper, ensuring that appropriate hours, absences, and other pay-related entries are processed in a timely and accurate manner.

Assists with and schedules county events, trainings, included but not limited to Safety Stand Down Day, bid days, employee recognition events, summer Government Services Interns (GSI) training, Pennsylvania Employee Benefit Trust Fund (PEBTF) wellness screenings, job shadows, and other county trainings.

Tracks TEOS equipment certifications, tanker endorsements, HAZMET, endorsements/reimbursements, vehicle inspections licenses for employees required to maintain them, mandatory safety talks, policy acknowledgement sign-off forms, and maintains other various tracking spreadsheets

Maintains garage files for equipment work orders, voyager documents, and 614 documents, reviews pre- and post- operations check sheets and routes to Equipment Manager or Mechanic Supervisor for follow-up actions; assists in the preparation, review and input of equipment work orders and researches discrepancies.

Orders Voyager fuel cards for new employees within the county, maintains listing of employees with voyager cards and employee numbers for each card. Responsible for verification of curb-side gasoline purchases of county personnel, reviews monthly bill against receipts to insure they match, contacts county personnel to obtain any missing receipts, and follows up with manager on discrepancies. Assists Highway Equipment Manager in documentation and completion of reports for Shop Compliance QA.

Monitors diesel and oil usage in order to track fuels used and fuels remaining in the tanks. When fuels reach a pre-established re-order point, contacts the Purchasing Agent to request re-order of these supplies.

Gathers and organizes information in support of a variety of correspondence and reports related to garage operations from rough drafts, outlines or general instructions in accordance with established policies, procedures and business practice, maintains program and/or subject matter files as required.

Attends County Safety Meetings to take notes and distribute as per Assistant Highway Maintenance Manager in charge of Safety.

General Administrative Duties, including but not limited to; answer phones and direct calls to appropriate person; take customer complaints and distribute appropriately; wait on customers in the lobby; respond to general inquiries from the public and employees; ensures internal and external customers are provided with prompt and courteous service.

Maintains clean, well-organized work area conducive to safe and efficient work operations.

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).

Attends environmental training as required.

Performs related duties as required.

Safety:
1. Assess your environment and be responsible for your safety, the safety of co-workers, and
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.

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.

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.   See Description of Duties above.

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.

1.	Communicate both orally and in writing to issue, receive and carry out instructions.
2.	Performs manual duties such as lifting and carry up to 20 pounds.
3.	Operates office machinery such as printers, copiers, computers, keyboards, etc.
4.	Stooping, bending, kneeling, stretching, and prolonged periods of standing may occur.
5.	Understand, follow, and provide instructions.
6.	Maintains a safe work environment.
7.	Use required personal protective equipment and be responsible for its care, storage, and maintenance.
8.	Observe and react to hazard warnings.
9.	Travel to field locations as required.
10.	.