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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 50348819 |
Description Activated On: 4/7/2026 11:49:44 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. Manages the Bureau of Vehicle Management’s Customer Service representatives. Incumbent is responsible for managing customer support actions and activities involving the operation, maintenance, and repair of the Commonwealth’s Automotive Fleet. Incumbent works directly with all state Agencies, Commissions, and Legislative bodies concerning vehicle repair needs. Incumbent will also be responsible for facilitating quarterly meetings with Agency Automotive Liaisons and training all relative personnel on policies, procedures, and our software system for monthly responsibilities they have relative to the Commonwealth Fleet. Incumbent is also responsible for overall fleet safety, managing the safety recall process and insuring recalls are completed in a timely manner. Manages the staff responsible for the Auto Services Facility program. Incumbent serves as the main point of contact in facilitating and managing the fleet's Automotive Service Facilities Program. |
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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. 1. Responds to audits, relays change in policy and procedures, responsible for updating and writing regulatory and procedural publications pertaining to the Commonwealth Automotive Fleet such as Administrative Circulars, Management Directives, maintenance guidelines etc. 2. Ensures all policies and procedures regarding the operation, maintenance, and repair of Commonwealth Fleet vehicles are carried out and enforced. 3. Serves as the liaison for management of State agencies, Commissions and Legislative bodies regarding the repair and maintenance of their portion of the Commonwealth Fleet. 4. Develops and maintains the statewide Commonwealth Automotive Service Agreement Program, which contains approximately 1000 contracted vendors throughout the Commonwealth. Initiates, composes, prepares, verifies, reviews, and processes all vendor related correspondence, contracts, and associated paperwork. All vendor information is input into an Excel spreadsheet. Coordinates and helps to develop the annual online program, “Commonwealth Automotive Fleet Service Agreement”, and all updates or additions to this program. As updates or additions are produced, incumbent ensures that they are updated and posted to the DGS website for agency reference and use. Ensures that the Fiscal Unit, Operations Division, and other clerical employees within the Bureau have access to the Automotive Service program. Incumbent provides training to bureau employees and agency automotive officers regarding the utilization of this program. 5. Oversees provision of support by Customer Service Representatives for drivers regarding vehicle maintenance and repair by approving all maintenance repairs for Purchase Fund vehicles. Incumbent also approves all agency owned vehicles (Special Fund) up to $800. Any repairs to Special Fund vehicles more than $800 must be approved by the agencies automotive officer. 6. Participates, reviews, and responds to all Bureau audits, in conjunction with the Bureau Chief and Bureau Director. Ensures that recommendations and program modifications are implemented. 7. Oversees and ensures that employees work with the Commonwealth Garage and all in-house repair facilities to ensure all maintenance and repairs done at those facilities are accurately recorded in our fleet management software system. 8. Responsible for producing monthly reports for the Bureau, as well as generating special reports as requested by Bureau staff, upper management, and other state agencies. 9. Ensures that fleet safety is a top priority by making sure all recalls are processed and completed in a timely manner. Proactively researches new and upcoming recalls and responds to all recalls received through the mail from the Manufactures. 10. Provides direction and oversight for personnel within the Customer Service Division ensuring they are providing the best possible service to our drivers, and that all required information is captured accurately in our fleet database. 11. Works each year with application developers to ensure that the yearly Vendor Registration process is completed and updated. Works with key personnel in the Bureau to determine new rates, make updates to reflect changes in the fleet and vehicle market, and ensures that the vendors are assisted as needed when signing up. 12. Holds a Commonwealth Purchasing Card that is used for emergency repairs. Reconciles P-Card statements each month for card use. 13. Performs other related duties as required. |
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. Incumbent would perform a variety of analytical, comprehensive, administrative, and operational functions relative to the management, maintenance and repair of the Commonwealth Automotive Fleet. Consistent evaluation, analysis and managing of implemented programs, policies, directives and personnel performance relative to the Commonwealth Automotive Fleet. Direct operational involvement is required on a daily basis to train, hold employees accountable to a certain level of performance and the implementation of recommendations developed through the analytical process. Implements and directs a statewide program for the maintenance and repair of the Commonwealth Fleet. |
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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: Previous automotive experience preferred. Knowledge of crystal reporting preferred. Previous experience working with M5 fleet data base preferred. Previous Supervisory experience preferred Excel 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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