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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00104239 |
Description Activated On: 3/19/2026 9:48:06 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. Performs clerical and general office support functions for the Carbon County Maintenance Organization to ensure the organization’s goals and objectives are achieved. |
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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. Performs general clerical duties such as preparing, proofreading, and distributing letters, reports, and varied correspondences for: Highway Equipment Manager (HEM2), Roadway Programs Coordinator (RPC), Assistant Highway Maintenance Managers (AHMM), Automotive Mechanic Supervisor (AMS), and at other times, County or District office Staff. Maintains garage files for equipment work orders, reviews pre and post operations check sheets, and routes to Equipment Manager or Mechanic Supervisor for follow-up actions. Uses SAP as payroll entry clerk. Logs leave slips in book for equipment manager, files copies, and forwards originals to county payroll clerk. Maintains and updates Preventative Maintenance (PM) documents and garage-related contract records. Completes and maintains the PM schedule from Form 824 Inspection Reports including documenting fuel usage specific to PM. Enter #4 Idle downloads into SAP. Inputs daily mobile equipment information form operators on form M-614. Reviews a random sample of M-614 payroll records and provides the HEM2 with a list of forms requiring follow-up, and files deficient report forms. Orders M-614 and M-624 forms. Prepares weekly M-614 Audit; inputs equipment accident reports then forwards information to appropriate parties. Maintains and provides reports forms M-614 forms on hours of usage per equipment piece for the HEM2 to determine whether to rent or purchase equipment and on unusable equipment for mechanical reasons and accidental damage. Ensure each fuel card statement has receipts to match all listed transactions. Receives and records bulk fuel slips on forms into SAP Plant Maintenance, identifies and corrects discrepancies, and maintains fuel slip files. Maintain files of daily fuel reports, weekly fuel reports and fuel exception and error reports; makes corrections as required. Identifies and provides a report on discrepancies and/or missing receipts for the HEM2 to initiate follow-up with Managers and employees. Updates fuel card reports from HEM2’s follow-up. Coordinators Automated Fuel System (AFS) activities such as card inventory and order replacement cards as needed. Inputs mileage, files form’s and maintains records, and records mileage/usage information for Form M-805 (monthly mileage reports) on a spreadsheet for all staff with state assigned vehicles. Prepares, submits, and monitors new and/or renewals for plow permits and special hauling permits for overweight equipment such as plow trucks and lowboys, MV-44 license plates and vehicle registration cards, and duplicate/replacement license plates. Takes and distributes minutes from monthly safety and mechanics meetings, as well as back-up minute-taker for labor management meetings. Creates and completes P-Card ordering for garage related items. Assists in the preparation, review and input of equipment work orders and research discrepancies. Creates shopping carts and purchase requisitions in SAP for garage-related materials, equipment, and services by performing functions in SAP such as Equipment Notifier and physical inventory Counter. Receives storeroom inventory and ensures the item(s) quantity, quality, and pricing match the purchase order. Receives and distributes parts from vendors including logging receipts and stocking storeroom shelves in designated locations. Ensures all parts and equipment are properly signed out for by employees to maintain accurate inventory levels, initiates purchase orders to replenish stock, and reconciles invoices to account payables. Reviews the Clerk 3 Timekeeper/ Purchasing Agent/ Storeroom and Roadway Program Coordinator credit card transactions for proper coding an enters transaction information into Access. Enters Preventative Maintenance credit card purchases. Prepares and submits tax refund requests for reimbursement of state taxes on fuel taken in error by supplier/vendor. Assists equipment manager and purchasing agent with processing rental contract agreements. Completes, submits, and files all paperwork related to Scrap Vendors’ and Surplus Property Contracts. Completes and submits equipment accident packets including police reports and enters the information into the Accident Tracking System (ATS).45677 Types and distributes all complaints in writing or via Department database tracking system. Serves as the Radio Dispatcher, maintains radio inventory and schedules repairs when needed. Updates the Roadway Closure Reporting System when necessary. Records Customer Accident Incident Claim information on form STD-430. (back-up). Serves as back-up to the front County Office with duties such as payrolls, leave, invoices, answering phones/radio, greets internal/ external customers to provide services and/or efficiently direct them to appropriate point of contact, and other related clerical activities. Monitors the physicals that are needed to meet the ICC Hazardous Substance Requirements and schedules medical appointments. Maintains and updates Material Safety Data Sheets (MSDS) records. Receives and records Antifreeze usage reports for future recycling and HAZMAT reporting. Conducts annual tool inventory and assists with equipment inventory. Assist the Purchasing Agent/Storeroom Clerk with inventory control, distribution of and receiving of parts from vendors, logging receipts and stocking shelves. Assists receptionist with updating Stockpile Call-Out lists; Customer Care Center Complaints status; ensuring information in Travel Advisory Database and Roadway Closure Reporting System (RCRS) is current. Answers telephone calls and records information received to route to the appropriate individual. Greets visitors and responds to general information inquiries for the Carbon County Performs other related duties as required. Performs assigned duties during regularly scheduled shifts, periodic overtime hours, and/or alternate work hours to cover front office duties (07:00 to 15:00), weather and emergent situations. |
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 performs clerical duties for the Carbon County Maintenance Office. Independently reviews and processes M805 mileage reports, M614 equipment usage forms, bulk fuel receipts, snow plow permit renewals and completes error corrections as needed. |
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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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