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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00228557 |
Description Activated On: 4/7/2026 3:53:49 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 position is established in the Bureau of Construction and Materials that provides construction quality assurance, laboratory material testing and analysis, geotechnical engineering, new product evaluation, photogrammetric survey and mapping, and engineering automation and services functions. The Bureau has approximately 135 employees. The position provides professional administrative services to the Bureau of Construction and Materials Director to ensure optimum efficiency in Bureau operations and functions as the Bureau office manager, providing information management support and analysis, and administrative services. |
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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. Routinely conducts research, studies, and identifies best practices in connection with the development, implementation, administration and evaluation of various Bureau programs; prepares detailed reports and presentations of findings, provides recommendations and distributes changes to appropriate parties. Examples of this would include programs related to new technologies, industry related items, succession planning, budget, workforce development, or diversity for construction and materials personnel. As Bureau Budget Coordinator, provides administrative support to the Bureau Director for preparation of annual budget and monitors monthly expenditures, coordinates gathering of information from Division/Section Chiefs and compiles comprehensive reports for review and discussion. Routinely runs reports, analyzes data, identifies areas requiring action, investigates, and implements required changes. Also, identifies trends and makes adjustments to purchasing and spending plan in response. Manages all procurement requests within the Bureau to ensure shopping carts are entered and provides administrative support to the purchasers. Ensures budget is in place to support each procurement request and authorized by the Bureau Director. Implements procedural changes in how Bureau data is analyzed and tracked as necessary to improve efficiency. Serves as the Bureau Notes Webpage Manager. Administers Bureau’s engineering services open-end contracts, considers work available in the Bureau, and works with staff to utilize the agreements. Evaluate employee overtime, travel expenses, carpool/assigned vehicle usage/needs, memberships, etc. for efficiencies and cost effectiveness of the Bureau and implements procedural changes within the Bureau, with the approval of the Bureau Director, to increase efficiency. Evaluate effectiveness and efficiency of meetings, conferences, etc. while improving communications of the construction industry. For example, the need and frequency of conducting a joint design and construction meeting and inclusion of maintenance to improve statewide project delivery operations. Serves as the Bureau EPR Program Coordinator, tracking and ensuring on-time completion of EPR’s and Position Descriptions as well as assisting Supervisors/Managers with the EPR process. Develop and maintain Bureau tracking system to ensure timely completion. Implement changes to the procedure as necessary. Prepares briefings of pertinent items and presentations for the Bureau Director such as the Statewide Transportation Quality Initiatives (TQI), State Transportation Improvement Committee (STIC), Risk Allocation Committee meetings, or the Deputy’s Strategic Management Committee through the collection and organization of necessary data. An example of this would be this position will review the requirements imposed on the Bureau Director by the TQI for an initiative, gather the necessary data from within the Bureau and construction parties statewide to satisfy the requirements and then prepare a report and presentation for the Bureau Director to provide at the next meeting. Analyzes established Bureau office procedures and processes and recommends innovative approaches for improvements to meet new and changing program demands, as well as, ensure efficiency and maximum productivity. Prepares correspondence advising staff of changes in procedures or establishment of new procedures. Examples of this would include procedures and processes related to any administrative or technical function such as procuring materials, employee performance reviews, coverage for customer facing activities, position backfilling and tracking, financial disclosure requirements, etc. Manages the workflow and communications within the Bureau Director office including telephone, email, and written correspondence; develops and maintains a logging and tracking system to ensure accurate and timely actions or responses; distributes information to sections as necessary for review/response or develops correspondence for Bureau Director signature. Manages and implements processes for optimum office efficiency regarding standard office operations such as the Employee Performance Review (EPR) process, Crystal Reports, OST travel requests, travel expense reimbursements, and correspondence with customers, legislators, and vendors. An example of this would include that this position be empowered to implement, and update when necessary, a standardized process for all units and sections to submit OSTs and expense reimbursements to provide optimal timely approvals. Serves as Bureau Training Coordinator, responsible for analyzing training records and identifying needs, then signing up employees for appropriate training. Trainings include but are not limited to the New Employee Orientation Program (NEOP) and PennDOT Leadership Academy for Supervisors (PLAS) / PennDOT Leadership Academy for Managers (PLAM) Trainings. Manages personnel actions for the Bureau and assists the appropriate Unit, composes position descriptions and other personnel related documents to support Commonwealth policies. Examples of this would include vacancy requests, schedule changes, TWOC, separation, reorganization requests, onboarding/outprocessing, etc. Implement procedural changes as necessary to improve efficiency. Manages Bureau Civil Engineer Trainee Program and Seasonal Temporary Assistance requests. Works with the Infrastructure and Economic Development Delivery Center to recruit and retain team members, especially hard to fill positions. Reviews correspondence from Division/Section Chiefs for Bureau Director signature for grammar, format, completeness and consistency with departmental policies and ensures accuracy with Bureau operations. Responds to routine inquiries and issues, or investigates more detailed items for appropriate response. Manages the Organizational Climate Survey for the Bureau by researching, providing organizational performance and procedure suggestions and implementing action items on behalf of the Bureau Director. Composes status and final reports. Examples of this would be that this position meets with the appropriate parties before the survey is composed to ensure the right data is gathered and then reviews the results, providing recommendations to managers for change implementation. Manages and maintains a process and all employee specific assignments to ensure Bureau Continuity of Operations Plan (COOP) is up-to-date and that phone lists, emergency and otherwise, are continually updated, distributed and available to staff and appropriate stakeholders. Researches, gathers data and discusses with each Division/Section Chief, and makes recommendations as to where each employee is to report during an activation and coordinates with Engineering Automation and Services Division to ensure all hardware/software needs are accounted for and provided to each employee. Reviews, interprets and seeks clarifications of Management Directives to determine the effects on Bureau processes and personnel, summarizes the changes and effects for the Bureau Director and Bureau staff and communicates and initiates the appropriate responses and actions required as defined by the directives. Examples of this would include Directives related to procurement or travel issues. Manages the Bureau Director calendar, including preparation/acquisition of meeting and event agendas, arrangement of meetings or events with staff, executive management, and external customers and vendors. Arranges and coordinates meetings/events including meeting rooms, arrangements with hotels or other facilities, and catering. Compiles and distributes meeting agendas and provides Bureau Director with support materials needed to conduct meetings. Creates itineraries for Bureau Director and Division/Section heads. Manages travel arrangements for Bureau Director including vehicle, flight and hotel reservations, submission of expense vouchers and Out Service Training/Out of State Travel requests. Manages the annual Bureau Statewide Meeting List and related travel requests: gathers requests from Divisions/Sections, analyzes information for accuracy, validity, and efficiency, and submits to Bureau Director for review/approval. Coordinates Bureau and overall Construction Metrics. Prepares summary reports for Bureau, ADE and other pertinent meetings or venues. Develops, tracks and maintains nomination submissions for Highway Administration Performance Awards, Star of Excellence, LDI, and LEAD programs for Bureau. Serves as the Bureau Event Coordinator, responsible for organizing all but not limited to the following: State Employee Combined Appeal (SECA) fundraisers, Employee Appreciation Day, Recruitment Open House, Lab Tours, and Take Your Child to Work Day. Serves as the Bureau SECA Coordinator. Serves as the Take Your Child to Work Day Coordinator, organizing the agenda and activities, as well as assigning volunteers to assist with activities. Implements changes to Bureau procedures as necessary. Receives visitors and phone calls on behalf of Bureau Director ensuring party’s needs are addressed and issues are handled in a professional and courteous manner. Tracks, reviews, routes and interprets all responses to ideas from PennDOT’s IdeaLink. Provides final responses to Bureau Director for review and signature. Creates and maintains a Desk Manual for the office of the Bureau Director. Regularly reviews Bureau facilities for professional appearance and accurate representation of operations. Makes recommendations to Bureau Director based on observations. Enters and approves leave slips on behalf of Bureau Director. Performs other duties as required. This PD does not include every duty of the position and other duties outside of this PD may be asked. 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 staff. • Recognize safety daily. • Acknowledge EXTRAORDINARY achievements. • Learn and improve through After Action Reviews (AAR’s) • Enforce accountability. 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 As part of PennDOT’s MS4 obligations including NPDES Permit compliance and stockpile good housekeeping, 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 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. Position work is self-directed and supports the administrative needs of the Bureau Director; uses independent judgement in managing daily activities within the office and confers with Bureau Director on matters as necessary. Bureau Director oversees work and assigns special projects. |
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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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