Position Description

Commonwealth of Pennsylvania
POSITION DESCRIPTION FOR JOB POSTING
Position Number: 00092882	Description Activated On: 2/19/2026 8:05:02 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.

Under the Roadway Programs Coordinator, this position is responsible to initiate purchase processes, prepare product or service specifications to comply with Department standards, identify and maintain qualified vendor lists, prepare and issue Request for Quotes (RFQs); receive, review, and certify bids, and recommend contract awards for the York County Maintenance District.

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.

Responsible for purchasing materials and services for the organization. Follow appropriate Commonwealth and Department policies and procedures for preparing bid packages and bidding.

Monitors receipt of bids and bid opening. Prepare summary of bids. Check Contractor Responsibility Program to ensure that successful bidder is not delinquent in Commonwealth obligations or has performance issues that would hinder their performance of the work.

Perform detailed purchasing work involving the preparation of bid documents, the review and award of bids, the preparation of contracts and purchase orders. All work is done following Commonwealth purchasing law and the purchasing policies of the Commonwealth and the Department. Work includes communication with requisitioners, receivers, vendors, district office fiscal and purchasing staff, Comptroller's Office and the Office of Chief Counsel.

Prepare contract or purchase order as appropriate. Ensure that each document receives all approvals prior to supplies being ordered or services received. Use SAP(R/3, and PA Emarketplace of SRM) to purchase goods and services. Monitor contract and purchase order validity end dates and that here are sufficient quantities throughout the life of the procurement document. Monitors vendor performance and holds vendor accountable for any performance issues. Perform close out tasks on purchase orders, when complete.

Performs invoice reconciler activity to ensure that vendor receives prompt payment. Monitor ongoing contracts and purchase orders to ensure that there are no lapses in service. Allows for adequate time to perform subsequent bids.

Employee is a Purchasing Cardholder for the Department and has the responsibility for ensuring that purchases made with the Purchasing Card are in compliance with the Commonwealth's and the Department's Purchasing Card rules and regulations as outlined in the current version of the Purchasing Card Manual (Pub 363). Reconciles all purchases by deadline monthly.

County Coordinator for SDS information.

Prepare items for surplus or transfer, as appropriate. Recommend condemnation of transfer of transfer of items or materials that are damaged, unusable, or no longer needed.

Maintains clean, well-organized supply room environment conducive to safe and efficient work operations. Follow proper attendance and call off procedures. Schedules non-emergency absences in advance; observes start/stop times, breaks, and mealtimes; works efficiently and effectively alone and with others; is available for overtime emergency responses; and minimizes nonproductive and down time for self and crew.

Performs other related duties as needed.

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 and 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.

Succession Planning:
Take 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.

Department Green Plan Policy:
Commit to following the Department's Green Plan Policy (Pub 712) and the associated principles. Failure to comply with the Department's Green Plan Policy shall be documented in the employee's performance review.

Fair Labor Standards Act:
Unless directed otherwise by your supervisor or manager, comply with stated wor5 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 need for item and how to procure item and if done with P-Card no approval is needed. All purchases over P-Card limit must be discussed with supervisor prior to procuring. All SRM shopping carts and SAP P-Reqs needs approval from RPC.

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

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

1.	Understand, follow and provide instructions.
2.	Read, write, speak and comprehend.
3.	Communicate effectively by oral, written and electronic means.
4.	Use standard office equipment and software.
5.	Sit stand walk, bend, kneel, stoop reach, crawl, twist and climb; lift and carry up to 50 pounds withstand period of heavy exertion.
6.	Travel is required to attend meetings.
7.	Use required personal protective equipment and be responsible for its care, storage and maintenance.
8.	Tolerate exposure to noise, outdoors, adverse weather conditions, various plants and insects, and chemicals with SDS limits.
9.	Maneuver safely around moving traffic and construction equipment.
10.	Observe and react to hazard warnings.