Support Staff Vacancy

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 high-level support to the Office Manager and Executive Deputy Chief Counsel.  The LOA2 supports the office by coordinating and processing a wide range of HR functions.  The position ensures Commonwealth and HR policies are adhered to while providing assistance to attorneys, leadership, and administrative staff.  This is a confidential position.

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 PennDOT Office of Chief Counsel’s HR liaison and hiring coordinator.  Coordinates

Position creations, reclassifications, reorganizations, supervisor changes, working-out-of-class requests, funding changes, work schedule changes, updates to position roles, etc. 

Prepares and submits e-PARs, AskHR tickets, and other required documentation to General Government Delivery Center HR, OA, and OGC.

Shares and distributes resume and application materials to appropriate hiring managers and coordinates interview scheduling and candidate communications.

Tracks vacancies, manages complement and position changes and prepares required reports, including submission of monthly Attorney Vacancy Report.

Makes recommendations to leadership regarding staffing needs, position classifications, and recruitment strategies. 

Conducts exit interviews, compiles data, and assists leadership with workforce planning and succession strategies.

Serves as role maintenance coordinator for office; identifying SAP/SRM/ESS roles that need to be added to or delimited from positions.  Ensures employees have applicable roles mapped to their position to perform their job duties and obtain system access.  Submits roles request via AskHR/ERC to add and delimit roles from positions.

Serves as Parking Manager.  Determines the appropriate level of parking per position, collecting parking passes from staff upon separation, assigning parking to new staff, coordinating fulfillment of temporary parking needs, and allocating additional parking complement as necessary.

Coordinates Onboarding for new employees including badge access and requests, reviewing office policies and handbook, coordinating IT onboarding, and workspace readiness.

Engages in cross-functional knowledge and skill sharing and training with colleagues and staff

Works with managers, supervisors, and other staff members to identify areas for process improvement projects and establishes objectives for each project.  Works with HR to establish and create a library of learning materials and resources accessible to all staff.

Sends personnel emails office-wide on behalf of the Chief Counsel to notify employees of upcoming separations, retirements, and new team members joining our office.

Distributes annual Employee Performance Reviews (EPRs) for the office and ensures they are completed in a timely manner.

Maintains e-OPF’s for the Office of Chief Counsel which includes scanning and purging of documents.

Serves as backup to Office Manager. 

Performs other job-related duties as assigned.

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.

This incumbent in this position independently prioritizes work, processes HR actions, determines compliance with established policies, resolves routing administrative issues, and decides when to escalate matters to supervisors or HR specialists.  The position applies judgment in interpreting procedures, maintaining confidentiality, and coordinating communications within Office of Chief Counsel.  The employee seeks approval for non-routine HR transactions or requests outside of policy.  Any matter with potential legal or policy impact should be escalated to Office Manager or Executive Deputy Chief Counsel.

Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
 

1.  Apply and interpret departmental policies, procedures, and rules and regulations.
2.  Establish and maintain effective working relationships.
3.  Express ideas clearly and concisely, orally and in writing.
4.  Operate a computer and other standard office equipment.
5.  Prepare and present reports.
6.  Ability to develop, implement, and evaluate policies and procedures.
7.  Understand oral and written instructions.
8.  Travel as required.