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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00275474 |
Description Activated On: 9/4/2026 9:05:19 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. This position provides program and administrative support to the Bureau of Administration's Support Services and Contract Management Division, Vehicle Services Section. The position's primary function is the Automotive Liaison for the Agency. |
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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 in the preparation of documents related to intake and disposition of Agency vehicles (approximately 2,200 vehicles) for the fleet by processing documents in accordance with the Department of General Services management directives and policies for vehicles assigned to employees, central office and state correctional institutions. Utilizes various applications to manage the automotive fleet and maintain the integrity of all database systems related to fleet and ensures accurate and timely submittal of information requested. Researches and compiles statistical/historical data regarding fleet utilization and other special projects as requested. Maintains the Agency vehicle fleet to sustain a high level of preservation and longevity of Central Office pool vehicles. Handles all preventative maintenance which includes driving pool/executive staff vehicles to appropriate location(s) for repairs. Schedules and reports in-house repairs to DGS in a timely manner. Gathers accident report information and estimates for all Central Office fleet to submit to DGS for repair authorization approvals. Retains information and uploads to the appropriate site for retention. Forwards approval info when applicable to the Bureau of Risk and Insurance Management and Bureau of Motor Vehicles with DGS. Assists the agency with signing and submitting their accident reports to DGS as the Automotive Liaison. Maintains the Agency sell-from-Site files and ensures timely disposition of vehicles. Enters surplus vehicle equipment into the P.A.S.S. System and ensures disposition process is completed. Receives, reviews and records all new vehicles and manages the delivery process for all institutions and assigned employees. Drives to approved locations to handle vehicle turn-in (exchanges) of vehicles. Handles vehicle assignment paperwork, disposition reports and vehicle accident loss reports required for vehicle turn-in process with the Department of General Services and is responsible for resolving any discrepancies. Notifies and schedules removals and installs of Agency radios with Agency Radio Liaison. Serves as the agency’s PA Turnpike EZ Pass program liaison. Maintains inventory of all EZ Pass transponders utilized within the agency, submits requests for new/replacement transponders. Processes all change requests, lost/stolen, replacement fuel cards, registrations and defaced/lost license plates. Manages the distribution of agency vehicle registrations when the renewals are sent by DGS. Reports on monthly Commute and Mileage Usage through the resource accounts. Handles all duties for their Administrative Assistant counterpart when they are not available to complete job tasks in a timely manner due to leave and any duties or projects assigned from their Automotive Officer. Supports Contract Specialist with administrative duties related to contracts, as assigned. Perform other duties as assigned by supervisory personnel. |
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. Responds to vehicle inquiries from the institutions and assigned employees in a timely manner. Makes routine decisions consistent with agency policy and procedure for preventative maintenance and accident reporting of agency vehicles. Consults with Automotive Officer/Supervisor on all non-routine issues as well as any issues that need additional approvals or higher-level resolution. |
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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: Managing a large vehicle fleet. 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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