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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00007631 |
Description Activated On: 6/22/2026 1:01:13 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. Performs technical duties to assist in the review, analysis, and development of maintenance operations in accordance with management objectives and department policies and procedures within a geographic area of Chester County. |
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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. This employee performs a variety of accounting duties in the maintenance office associated with the processing of payments for direct and non-direct expenditures of commodities and services. Will keep track of annual salt total usage and winter agreements. Responsible for correcting coding on purchase orders, invoices, and other related documents while maintaining the correct balance for each item number on related documents. Assists in reviewing and analyzing data from the Systems Application and Products (SAP) and Roadway Management Systems (RMS) for the county to ensure program goals are achieved and overall systems control is maintained. Monitors the daily, weekly, and monthly reports to compare the utilization and settles discrepancies with vendors. Will run and analyzes AO reports for Data Integrity and will notify the RPC of any errors that need addressed. Generates Maintenance IQ Maps to help eliminate out of sequence rework, support core cyclical maintenance activities on cycle, and reduce mobilization and travel time costs by establishing Sectional Cycle Maintenance Programs. Monitors progress of plans throughout the construction season running planned vs. actual production reports and identify potential data integrity issues within the various source systems. Will also use Maintenance IQ in direct correlation with many of the Maintenance Accreditation Performance Index (MAPI) Asset Management focus area metrics and view and export data used to generate GIS maps. Records, reviews and processes financial records and documents such as Visa transaction verification, adjusts transactions in the works program monthly, which will be completed by the 15th of every month. Keeps adjustment errors to 5% or lower. Logs the Visa transactions on a monthly log and adjusts and posts the transactions on monthly statements. Verifies the statement balances against the log sheets for 612, 712, 713, 714, 711, 719, 813, 844, and 822 purchases. Monitors all Service PO’s and assists in monitoring service purchase orders for discrepancies. Monitors and matches hourly, daily, weekly, and monthly usage in SAP. Helps keep track of hours and quantities on purchase orders to know when adjustments are needed. Utilizes SAP system to research blocked invoices and clear discrepancies. This involves reviewing vendor invoices and goods receipts against Purchase Documents. Consults with Roadway Program Coordinator, County Maintenance Manager, outside vendors, warehouse, purchasing staff and Comptroller’s Office to resolve all discrepancies. This position is responsible for proper payment of all county invoices. Payments are made for direct or non-direct expenditures for commodities or services provided to the organizations. Included in the payment process will be the use of a purchasing card to pay for materials and services. Responsible for assuring all documents are assigned the correct account coding in alignment with code definitions and budget funds. Communications with purchasers and users is required at times to verify proper account codes. Responds verbally and/or in writing to all invoicing questions from the Comptroller’s and Treasury’s offices. Monitors, keeps track and logs all correspondence. Responsible for the coding of the daily Active Pay Transaction program related to the Visa P-Card process and providing any necessary reports as requested. Uses SAP system to print monthly open encumbrances report and verify remaining balances on all open documents. Uses proper SAP coding on all invoices, approval required by Roadway Program Coordinator, then processes invoices for payment by Central Office. Reviews purchase orders and contracts for accuracy and correct funding and general ledger codes. Records payment activity on encumbered and non-encumbered documents, keeping Roadway Program Coordinator informed when additional funds are needed. Codes invoices with correct fund, cost center, and general ledger prior to Roadway Program Coordinator’s approval. Maintains an organized and efficient filing system for all accounts payable documents in an alpha/numeric manner. Ensures all invoices and receiving reports are attached to correct purchase order for proper payments. When comparing invoices, purchase orders, and receiving reports; should a discrepancy occur, the purchase document is to be changed according to correct pricing, then given to the Purchasing Department for corrections. This is to be done as changes are made in order to not backlog the Purchasing Department. Prepares General invoices for reimbursement (postage, UPS, ice vouchers, etc.). Complete(s) all FV50 transactions in SAP. Code invoices to the proper program and general ledger account in the Active Pays system before the credit card stating is issued on the 15th of every month. Follows Purchasing Card Policies and Procedures Assist the public with information taking, appropriate complaint and/or incident information, and answering incoming telephone and radio calls. Recognizing that everyone is involved in the District’s and County’s actions to demonstrate sound environmental practices, each employee fulfills the maintenance unit business plan objectives related to the Strategic Environmental management Program (SEMP). Also, support the efforts of other employee’s to meet these objectives and attend environmental training designated for this working title. Adopt-A-Highway and Keep Pennsylvania Beautiful Coordinator – Actively recruits new members; keep records of groups participating, order supplies, and input necessary information in the mainframe computer system; and attend beautification conferences and any other related training. Serve as our Winter Municipal Agreement Coordinator concerning the processing of winter service documents. These duties will require maintenance of filing systems, typing of correspondence, use of computerized systems, and communications. This role will coordinate work with the Roadway Program Coordinator, County Manager, Clerical Supervisor and other office staff. Performs other related duties and special projects as assigned, consistent with the Accounting Assistant Classification. A. 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 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. B. Succession Planning 1. 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. C. Department Green Plan Policy 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. D. Fair Labor Standards Act (FLSA) 1. Unless directed otherwise by your supervisor or manager, comply with stated work hours for the 7.5/8.0 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. Determines inventory needs based on stockpile reviews and monitors the work of contractors in accordance with department policies. More complex issues are referred to the Roadway Programs Coordinator who also reviews work for accuracy, completeness and conformance to policies and procedures. |
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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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