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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00225863 |
Description Activated On: 11/12/2025 3:39:12 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 is an administrative position in the Bureau of Administrative Services reporting directly to the Automotive and Facilities Supervisor. The incumbent works independently on a wide range of duties, with primary responsibility for Facilities Management, Surplus of Property/Assets, Building Access issues and assisting with Vehicle Management. |
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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. FACILITY MANAGEMENT: Serves as the agency Lease Liaison between DCNR and the Department of General Services (DGS), Bureau of Real Estate. Responsible for tracking and management of all DCNR building and parking leases. Reviews monthly payments by running reports thru Excel analysis and ensures coding is accurate. Works with program areas to determine leasing requirements. Coordinates all aspects of relocation or reconfiguration of office space requests within the Rachel Carson State Office Building (RSCOB). This includes working with program staff to plan and design floor plans for office reorganizations and relocations. Develops detailed list of materials, labor, and any special needs. Obtains required permits and coordinates the sequence of operations necessary to achieve the orderly completion of the move. Ensures completion of job, inspects the completed work, and documents any non-compliance of plans and initiates action to correct and assure compliance. Oversees specialized outside vendor contracts for supporting the program areas housed in the Rachel Carson State Office Building (RCSOB), e.g., electrical contracts, painting, window treatments, furniture, and temporary laborers. Researches the availability of modular furniture, carpet and other items needed in office areas. Prepares orders and ensures that all products are appropriately invoiced. Works closely with Deputy Secretary of Administration, Executive staff and Bureau Directors regarding Rachel Carson Building updates and configurations. Works with Capitol Security to issue ID Badges and coordinates building access for DCNR employees in the RCSOB. This includes the maintenance of access codes, access cards, and keys. Agency liaison with DGS for building issues. Responsible for resolving RCSOB facilities issues such as Electric, Plumbing, Lighting and HVAC. Responsible for the coordination and remedy of all facility issues reported. Submission of facility work orders for RCSOB via DGS OPERATE electronic system. Submits forms to PA Publisher for obtaining signs, name plates, and pictures. Serves as the account administrator to the UPS Campus-Ship online shipping system. Works with Fiscal to properly code transactions related to UPS and other shipping from DGS mailroom. Agency Parking Officer: Responsible for preparing paperwork and setting up parking arrangements for RCSOB. employees, as well as for DCNR Fleet/Pool vehicles. This requires researching Commonwealth seniority of employees and maintaining accurate records regarding where employees fall as far as waiting status on the DCNR request for paid parking list and or request for closer parking list. Researches and resolves issues regarding parking access and or complaints. The incumbent of this position is regularly met with situations of employees having trouble with badge access vehicles parked in reserved spaces. EQUIPMENT & VEHICLE MANAGEMENT: Serves as back up to the Agency Automotive Officer Role. Serves as the Agency Property Control Officer (PCO). Receives, reviews, and signs off on PASS request for state surplus dispositions for all surplus activities within DCNR. Responsible for coordinating the surplus of equipment. Responsible for the distribution and record keeping of requested capital assets and SR requests. Must stay abreast of Commonwealth policies and procedures governing the surplus of Commonwealth equipment. Assists with preparing and filing paperwork of equipment to be auctioned online to the public. Serves as the Agency liaison for DGS auctioneer and buyer to coordinate details of purchase such as pick up and payment. This position must be knowledgeable of Management Directives relative to the operation of Commonwealth fleet vehicles. Performs vehicle duties as required. Duties include but are not limited to preparing paperwork related to fuel card accounts, vehicle accident reports and preparing STD-557s (request for automotive equipment forms). Agency wide M5 liaison between all program areas and DGS, BVM- Researches and follows up on outstanding M5 reporting issues, vehicle data calls for information by DGS and assists with preparation of used-car disposition reports. Reviews and prepares/sorts monthly DCNR Vehicle Billing Reports and sends to program contacts. Runs monthly fuel card transaction reports and sends to agency program contacts. Researches and follows up on any WEX fuel card discrepancies and or fraud alerts. Prepares and issues telematics fobs for all agency staff/drivers. Responsible for maintaining the listing of state assigned vehicles by Agency personnel. This includes collecting, receiving, and submitting individual STD-928 usage reports required by Payroll Operations. Transports motor vehicles between various state facilities and or vendors, as necessary. Assists the Central Office Vehicle Dispatch Officer as required. Serves as Agency liaison with the PA Turnpike Commission for E-ZPass issues. Reviews and processes invoice payments for the Executive Office and the Central Office pool vehicle accounts. Researches and resolves agency wide PA Turnpike Toll-By-Plate invoices/violations. This often requires submitting an appeal, due to inaccurate reading of license plate numbers from the PA Turnpike Commission, due to the lack of clarity with the photos. OFFICE RECYCLING PROGRAM: Manages the DCNR office-recycling program within the RCSOB. Provides guidance and direction to ensure compliance with state and local requirements for recycling. Must stay abreast of Commonwealth policies and procedures governing recycling. OTHER ACTIVITIES: Backup Timekeeper for the Bureau of Administrative Services. Requires knowledge of SAP for procurements, including shopping carts, goods receipts, and non-PO invoices. Enters SRM shopping carts and Goods Receipts as needed. Purchases office supplies per COPA office supplies contract guidelines. Submits payments via non-PO process for central office, as needed. Liaison with DGS for projects involving the graphic, document processing and printing sections. Works independently to complete any special assignments requested by the Chief of Office Services or Bureau Director. |
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. Employee has considerable independence in decision making with regard to nature of work. |
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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: Must be proficient with Microsoft Office (Excel and Word). PowerPoint experience is preferred, however; this experience can be obtained on the job. Licenses, registrations, or certifications: 1. Class C Driver's License 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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