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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00002011 |
Description Activated On: 7/13/2026 11:56:03 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. Coordinates the Contract Management Unit to ensure projects designs meet all standards and specifications are met prior to any project being let. |
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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. Supervises the Contract Management Unit to perform quality assurance and quality control reviews for Plan, Specification, and Estimate (PS&E) submissions. Supervises and provides technical guidance to unit staff that review and assemble contract documents and amendment documents; and review bid justifications during all phases of project advertisement. Ensures all PS&E submissions compliant with all policies, standards, and legal sufficiency at the time of project advertisement and at contract letting. Review complete sets of construction plans, specifications, and estimates for plan presentation by PennDOT Design Manual requirements and accuracy. Prepares plan presentations in proper format including special provision requirements and cost estimates. Coordinates resolving let date changes and policy and standards revisions that impact plan submission and contract letting. Reviews Final Plan documents with project plan designers to ensure plan sheets and quantity sheets are within Department and Design Manual requirements. Compares and comments on plan quantity documents for match to the overall project cost estimates. Initiates follow-up reviews to ensure required changes to plan documents are complete prior to advertising the project for let. Attends pre-bid meetings and provides an overview of unique, moderately complex, and complex projects to contractors prior to bidding. Tabulates and distributes project bid results for comparison of design estimates to actual bid estimates and to establish the District’s standing of dollars associated with committed project lettings. Compiles, enters, and maintains specific special provisions, project specifications, item numbers, and cost estimates in the Engineering Construction Management System (ECMS). Supervises and coordinates preparation of addendums for advertised project bids when design clarification and plan revisions are needed. Attends Constructability Reviews and provides comments on special provisions and plan presentation requirements to enhance the competitive bid process. Coordinates and tracks project advertisement, addendum publishing, bid justifications by established timelines to ensure execution of construction contracts are awarded promptly. Knowledge of construction methods and materials and the preparations of cost estimates, specifications and schedules. Ensures Notice to Proceed is issued in accordance with the construction schedule to avoid delay claims. Coordinates the unit’s work with District Office and Central Office bureaus to insure PS&E packages are transmitted to meet the letting schedule. Performs other related duties as required. Safety (all employees): 1. Assess your environment and be responsible for your safety, the safety of co-workers, and the public. 2. Attend required safety training and adhere 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. 5. Evaluate contractor operations: -Immediately stop unsafe actions -Engage in ongoing safety dialogue with the contractor’s leadership 6. Promote a CULTURE that emphasizes SAFETY as a core value: -Immediately stop any unsafe actions. Incorporate safety into all discussions, deliberations, and decisions. -Continuously communicate the safety direction. -Inspire employees to be a MODEL for safety. -Encourage and support safety initiatives and programs by participating and involving staff. -Recognize safety daily. -Acknowledge EXTRAORDINARY achievements. -Learn and improve through After Action Reviews (AAR’s) -Enforce accountability. Succession Planning: (Employees): 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. Managers/Supervisors Actively engage in succession planning by assessing potential vacancies; identifying current and future critical needs and competencies; and assessing the interest, availability, and readiness of current staff and candidate pools. Work with employees to complete and maintain a Career Development Plan. Engage employees and recognize employees and their accomplishments. Establish a mechanism to identify, capture, and share explicit and tacit program/technical knowledge among staff. Department Green Plan Policy: As part of PennDOT’s MS4 obligations including NPDES Permit compliance and stockpile good housekeeping, all Construction Inspection Employee, Manager & Supervisor and Maintenance Employee, Manager & Supervisor PD’s must include the following statement: Commit to following the Departments Green Plan Policy (Pub 712) and the associated principals. Failure to comply with Department Green Plan Policy shall be documented in employee’s performance review. Fair Labor Standards Act (FLSA): For Supervisors: Understand your responsibilities as a supervisor under the FLSA to ensure that employees are paid appropriately for hours they worked – i.e. all time spent furthering the business of the Department. Ensure that your employees are performing work only within their regularly-assigned shift hours, unless overtime has been directed and approved in advance of completed work. There should be no confusion as to when work has officially started or ended. Ensure that all hours employees work are fully accounted for on payroll sheets. |
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. Independently coordinates quality review and control for all aspects on project bid documentation and project bid advertising to ensure all policies, procedures, and legal requirements are met and in a timely fashion to meet the let schedule. Independently applies Roadway Construction Standards, specifications, special provisions, and Construction Item Catalog Numbers for all let projects. Independently determines when to advertise projects for bid based on completeness of the project development checklist. Determines when higher level management must be involved in the Contract Management process. |
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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. 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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