Commonwealth of Pennsylvania

POSITION DESCRIPTION FOR JOB POSTING

Position Number:  50253300

Description Activated On:  9/19/2025 12:17:37 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 provides clerical support to the Proposal, Materials and Permits Units. Performs a variety of typing and clerical duties associated with the preparation of Highway Occupancy Permit (HOP) and Automated Permit Routing and Analysis System (APRAS).

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.

Duties and responsibilities for the Permits Unit:
Serves as receptionist for the Permits Unit. Answers and assists with all phone calls related to the Permits Unit. Provides assistance to walk in customers.

Types correspondence and reports for the unit’s personnel.

Establishes and maintains files; manages filing for both hauling and occupancy permits.
Manages and distributes unit mail.

Assists with scanning all documents related to Special Hauling Permits (SHP) and HOP programs.

Takes minutes for Associated Pennsylvania Constructors (APC) meetings and other meetings as needed.

Enters, tracks, and contacts customers with Customer Concern Center CCC's within 24 hours.

Assists customers with issues in ePermitting System (EPS) as needed.

Distributes Biweekly news links to district and central office within the allotted time frame.

Scans microfilm HOPS and uploads into Electronic Content Services (ECS).

Handles HOP checks and completes deposits for the HOP.

Provides excellent customer service in Permit Unit and switchboard.

Provides clerical and office support to the Special Hauling Permits (SHP) and HOP program.

Duties and responsibilities in the Proposals Unit, Finals and Materials Unit:
As the workload in the Proposal Unit and Materials Unit requires, performs a variety of typing and clerical duties. This includes letters, general correspondence, electronic mail, and documents for the Materials Unit and Finals Unit. For the Construction Design Services Unit in various form work during the off season for construction projects.

Handles plans for signing, collects, distributes mail, and performs unit filing.

Provides switchboard coverage for clerical rotation.

Performs other related duties as assigned.

Serves as back up to other Clerical Assistants in the District.

Serves as part of rotation of clerical staff as backup support for switchboard duties.

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 Department's Green Plan Policy (Pub 712) and the associated principles. Failure to comply with the 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 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.

Other miscellaneous typing is assigned by the direction of the supervisors.

Completed Proposals Unit work is reviewed by those who have given it to the employee.

Permits Unit work is performed using independent judgement under the supervision of the Clerical Supervisor 2.

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:

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6.   N/A

Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
 
 1. Speak, write, and comprehend.
 2. Read and understand written directions, correspondence, regulations, policy manuals and statements, laws, fee schedules, etc.
 3. Operate office equipment such as calculators, copiers, facsimile machines, telephones, etc.
 4. Use computers (mainframe, personal, and/or laptop) and their programs such as EDMS, ECMS, Word, Excel and Outlook, APRAS,
 5. Work requires employee to have transportation to various sites within District 3-0 and to any meeting and/or work sites outside of District 3-0.
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