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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00247376 |
Description Activated On: 7/30/2026 1:59:26 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. Provides Administrative and Garage clerical support for the Crawford County Maintenance office involving preparing correspondence and processing of documents. |
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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. Serves as the receptionist by greeting customers in person and by telephone, directing inquiries to appropriate staff and maintaining the visitor logs. Inputs customer complaints and concerns into the Customer Care Center System, assists customers with tort claims, prepares correspondence related to pothole and mailbox concerns, distributes special event applications, and driveway permit applications. Serves as the county contact for hauling permit payments. Receives customer payments, completes payment log and sends payments to the District Office permit unit via pony driver. Sorts, date stamps and distributes incoming mail. Affixes postage to outgoing mail and places in the mailbox for pick-up by USPS. Stocks supply area and distribute faxes and print jobs to appropriate staff. Receives all purchasing card (P-Card) transactions from approved users and enters and codes all P-Card transactions in the Active Pay Program prior to the monthly deadline. Collates all monthly transactions with the statements printed from Active Pay and returns to the card user to perform monthly reconciliation. Receives and date stamps the monthly memo statement from the bank and places with the appropriate user reconciliation and completes the monthly OS-536 report. Assists CA3 timekeeper with input of garage payrolls into the e-Payroll system, as needed. Assists with filing leave slips. Arranges travel for all employees attending training and submits for travels reimbursement. Assists as needed with SRM Purchase Orders and Goods Receipt entries and reversals in SAP. Reviews work for accuracy. Prepares and submits Manager On-Call schedule to the District ADE Office on a weekly basis. Collects Weekly Work Plans (6146) and uses the Straight-Line Diagram to identify local road names and enter data into the computer for the Weekly News Release. Receives and reviews M-666 dirt forms for accuracy and uploads to the OneDrive file. Sends completed forms to the assistant managers for distribution to the crew foreman. Reports road closures and lane restrictions for the Road Condition Reporting System (RCRS). Updates RCRS as required and communicates with the District Traffic Control Unit during the winter months. Assists with dispatching duties during the winter months. Maintains all files to ensure files are retained within the Records Retention guidelines, updates the records retention spreadsheet, and prepares stale-dated records for shipment to appropriate storage location. Receives license plates from the public and police departments and returns plates to Harrisburg via Pony Driver service. County training coordinator responsible for data entry of completed instructor-led training (ILT). Monitors training needs at the county level and notifies employees of required completion dates. Arranges travel utilizing the agency travel card for employees attending training >50 miles from worksite. Assists the Adopt-A-Highway coordinator by preparing and distributing supplies to groups, directing road crews to pick up and dispose of litter bags, records group pick-ups, and records updated contact information for groups. Makes copies and stocks brochures and flyers for the front lobby and stockpiles. Attends county events such as Bid Day, Safety Stand Down Days, on-site trainings and assists with preparations for these events. Assists with taking minutes to meetings as needed and distribute meeting minutes. Coordinates daily reception tasks with High School Intern to ensure completion of all daily, routine tasks. Back-up to the Garage clerical position, assisting as needed. Follows proper attendance and call off procedures. Schedules non-emergency absences in advance; observes start/stop times, breaks, and mealtimes; works efficiently and effectively alone and with others; is available for overtime emergency responses; and minimizes nonproductive and down time for self and crew. Performs other duties 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 adhered 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. 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. 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. Determining appropriate staff member to answer inquiries regarding highway concerns. Determines best work practice and method available to complete tasks. Recommends various courses of action related to general administrative office operations and projects. Establishes work priorities. |
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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. N/A 5. N/A 6. N/A |
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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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