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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00227546 |
Description Activated On: 4/15/2025 9:49:29 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. Provides clerical support for the Maintenance Support Services Engineer and Staff to help insure operational goals are met in an efficient and timely manner. |
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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. Assists the maintenance Support Services Engineer and their staff (Maintenance Programming/Permits Unit, Traffic Unit, Municipal Services Unit, Bridge Maintenance Unit, the District Plant Maintenance Coordinator, the District Equipment Office, the District RMS Specialist, and the District's MS 4 Manager. Upon request, provides clerical support for the ADE-Maintenance. Utilizes SAP, the eCCC system, LATS, ESS, Office 365 and other software programs to prepare correspondence and reports, track information, as well as review and complete tasks within these systems. Attends various District meetings as well as pre-job and bid openings to record meeting minutes. Prepares minutes for review and then distributes the final minutes to the meeting attendees. Assists the District Municipal Services Unit with general clerical duties which include processing correspondence, municipal contracts, approval letters, completion letters, and quarterly newsletters. Creates reports, presentations, spreadsheets, researches historical data pertaining to local road name changes. Researches old maps and certified mileage reports. Maintains Municipal Secretary name and address directory, liquid fuel maps, and the file system used by both internal and external customers. Also assists the District Municipal Services Supervisor with administrative duties related to the Municipal Roadway Turnback Program. Coordinates written and verbal information between the District and County staffs, Central Office Units, and Local Officials. Create and process all related documents, ensure accuracy, completeness and compliance with the Municipal Roadway Turnback program. Creates the Turnback resolution and completes each agreement for execution. Enters contracts into LATS and tracks them through the approval process. Assist the District's Maintenance Programming Engineer with the Winter Municipal Program. Tracks Winter Municipal Agreements. Works with participating municipalities and the Department's County Maintenance Staffs to renew existing agreements by preparing the renewal agreements and obtaining necessary signatures from all required signatories. Assists the District's Permit Manager and Posted/Bonded Roads Supervisor with collecting all required information and documentation needed to prepare bonded roads agreements and Excess Maintenance Agreements. Assists District Roadside Specialist in preparation of all SAP Requisition items, as well as Good Receipts, Reversals, and Plant Maintenance mowing payrolls. Provides general typing and filing support for the District Traffic Unit. Assists the Tort Liability Coordinator with Right To Know Law (RTKL) requests. Bridge Maintenance/District Equipment Office/MS4/SEMP/RMS - Provides general clerical support as needed. SEMP Attend environmental training, identified as required for members of the district-wide SEMP team. Engage in an active role supporting the efforts of other employees to implement SEMP-related objectives. Performs related work as required. 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. 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 Departments Green Plan Policy (Pub 712) and the associated principals. Failure to comply with Department Green Plan Policy shall be documented in employee’s performance review. Fair Labor Standards Act (FLSA): 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. Ensure proper Department policies, procedures and regulations and/or terminology is used for multiple offices within the maintenance area dealing with internal and external customers. |
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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: 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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