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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 50646903 |
Description Activated On: 3/9/2026 1:38:07 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 serves as an Assistant within a field office for the Infrastructure and Economic Development Human Resource Delivery Center’s (IEDHRDC) Field Operations Division. The position is responsible for performing a variety of clerical and technical human resource duties providing general human resource (HR) program support. |
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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. Coordinates the winter maintenance program to include but not limited to maintaining incumbent lists, evaluating referrals from the Bureau of Talent Acquisition, relative forms, reference verification forms and tracking candidates and approvals. Work closely with hiring managers to discuss operational needs and determine the number of positions that must be filled. Prepare and submit requisitions, coordinate and schedule interviews and any required pre-employment testing, conduct background checks and processing all related personnel actions in NEOGOV to ensure timely and accurate hiring. Coordinates the summer Student Intern programs, and Civil and Non-Civil Service non-student programs, to include but not limited to maintaining incumbent lists, evaluating referrals from the Bureau of Talent Acquisition, relative forms, reference verification forms and tracking candidates and approvals. Work closely with hiring managers to discuss operational needs and determine the number of positions that must be filled. Prepare and submit requisitions, coordinate and schedule interviews and any required pre-employment testing, and processing all related personnel actions in NEOGOV to ensure timely and accurate hiring. Review applications and academic transcripts to verify that applicants meet the established minimum qualifications and position-specific requirements. Evaluate academic standing and coursework to determine the appropriate pay level for Engineering Interns, ensuring consistency with program guidelines and compensation standards. Conduct background checks. Ensure that all paperwork and needed approvals are completed accurately and timely. Coordinates with PennDOT HR Office, Employee Relations & Workforce Support Division staff to place employees on leave without pay and return at the appropriate time and rate of pay (for Engineering Interns). Review requests for annuitants to determine appropriateness, coordinates CAR-A review and approval process, provides program guidance on next steps and maintains a tracking sheet. Coordinates the High School Intern (HSI) Program from the time of the request through to the first day of employment. Provides program guidance to supervisors. Works with the BTA analyst through the job posting process. Once referrals are received, coordinates interviews. Ensures that training plans, agreements and child clearances are sent to schools and on file. Applies to Pennsylvania Higher Education Assistant Agency (PHEAA) for assigned District Office to be a State Work Study Program (SWSP) site as part of the Summer Employment Program maximum amount of reimbursement possible. Works with complement and transactions staff to make transactions in SAP when vacant positions are created or reclassified. Coordinates the District Temporary Work out of Classification (TWOC) program. Reviews are request for accuracy. Ensures that the appropriate process is followed depending on the type of request (ie. Blanket request, date specific). Verifies that position descriptions are updated, employees requested meet the minimum experience and training, resumes and any necessary supporting documentation is obtained. Maintains tracking sheet and communicates to the appropriate personnel any payroll coding needed. Answers telephone and in-person talent acquisition inquiries from employees, applicants, and general public. Advises potential applicants of qualifications and procedures to obtain Commonwealth employment. Initiates and processes electronic Position/Personnel Action Requests (e-PARs) for HR actions for permanent and non-permanent employees including but not limited to separations, end of training program promotions, TEOA to TEOB promotions, reclassifications, reallocations, end of probationary periods, temporary working out of class requests, supervisory changes, and others. Reviews other District HR Liaison initiated e-PAR's for accuracy. Determine appropriate information to complete e-PAR fields, including but not limited to pay, probationary periods. Tracks and reviews completed actions and issues appropriate notifications. Assists with conducting new hire in-processing and I-9 verifications in accordance with policy and procedures. Coordinates in processing of all new hires. Ensures that all HR Liaisons, employees and supervisors have appropriate checklists (i.e., onboarding, transfer, separation) and assists with checklist items as needed. Receives completed checklists and uploads to employee’s electronic Official Personnel File (e-OPF). Notifies program area staff (i.e. photo and badge coordinator, signature authority coordinator, fuel card coordinator) of employee movement so items can be handled for various functions. Serves as the Employee Performance Review (EPR) coordinator for assigned program areas. Responsible for all aspects of the program for an assigned District Office and serves as primary liaison between PennDOT HR Office, Employee Relations & Workforce Support Division and County EPR coordinators. Advises unit supervisors of performance evaluations coming due and monitors timely and accurate completion of evaluations. Generates reports and alerts evaluators of past due evaluations. Coordinates all activities related to probationary EPRs to ensure that required actions are taken in a timely manner to pass, extend, or remove an employee from probationary status. Conducts procedural EPR training for supervisors, managers, and county EPR Coordinators. Assists supervisors with updating online position descriptions as needed. Periodically checks the system to ensure that all employees have an active and signed online position description. Serves as the local role mapping coordinator for assigned program areas. Coordinates the temporary and permanent SAP role additions and removals for agency positions according to functional area need. Works with clerical staff in assigned program areas to ensure that documents are uploaded to e-OPFs per policy and procedure. Prepares and sends correspondence as needed or directed. Maintains bulletin boards to ensure all required postings are posted and expired postings are removed. Distributes job postings to assigned locations and ensures outdated postings are removed in a timely manner. Generates and distributes various reports as needed, such as alphabetical list of District employees, Continuity of Government reports, employee contact report, and emergency contact report. Updates and maintains internal organization charts. Monitors resource account for Unemployment Compensation (UC) requests for information. Uses SAP to gather the required information for response to UC claims and submits the response accordingly. Assists Employee Relations Coordinator with various duties such as uploading documents into the State Employee Relations Tracking System (SERTS), retrieving information needed for grievances, taking meeting minutes at Pre-Disciplinary Conferences (PDCs) and employee relations meetings, etc. Works with the Bureau of Enterprise Recruitment (BER) to provide recruiting assistance at various events, such as those at high schools, vocational and technical schools, colleges and universities, local job fairs and recruitment information sessions, open houses, and other opportunities identified by the agency or BER. Coordinates the job shadow program both internally for employees and externally for students. Provides information to Field Human Resource Officer, receives forms and ensures all approvals are in place, and follows up to assess the success of the job shadow after completion. Assists Training Coordinator with Learning Solution system (LSO) entries. Serves as point of contact between field HR staff and program areas’ HR liaisons. 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. Routine assignments are performed independently. Changes in operational standards, procedures, and work policies are discussed with supervisor prior to implementation. |
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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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