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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00147182 |
Description Activated On: 11/7/2025 8:50:52 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 a full range of purchasing and inventory control work including but not limited to purchase order invoice reconciliations, materials and inventory monitoring, bid processes, vendor issues, contract awards, and related duties for Carbon County. Maintains stockroom duties. |
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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 detailed purchasing work for materials, services, and equipment for Carbon County. Holds the designation of Purchasing Cardholder for the County and ensures that purchases made with the Purchasing Card are in compliance with Commonwealth and the department Purchasing Card rules and regulations and performs monthly reconciliation for purchases ensuring proper coding in SAP for all purchases. Monitors receipt of bids and bid opening. Prepare summary of bids. Checks 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. Codes all purchasing card transactions in Access. Participates in the review and award of bids and preparation of contracts and purchase orders according to Commonwealth purchasing law and policies. Verifies inventory and maintains recommended inventory levels of materials, garage tools, parts and general supplies. Works with Highway Equipment Manager and Mechanic Supervisor with tool inventory. Purchases materials, stocks consumables in storage areas, verifies inventory counts, and maintains accurate and current inventory. Monitors planned orders to initiate purchasing requests for low stock inventory. Monitors non-inventory and consumable items, such as shovels and bolts ensuring the County has enough on hand quantities to meet needs. Prepares purchases orders against Department of General Services Statewide Contracts for supplies, services, and rentals by using the role of SRM Requisitioner with a Purchasing Card. Prepares contract or purchase orders as appropriate. Ensures that each document receives all approvals prior to supplies being ordered or services received. Uses SAP (R/3 or SRM) to purchase goods and services. Performs closeout tasks on purchase orders when complete. Maintains accurate records for vendors, purchasing, and reference materials. Will run forklift periodically. (Training will be done). Reviews vendor service confirmations and initiates invoice payment process. Performs invoice reconciler activity to ensure that vendor receives prompt payment. Monitors ongoing contracts and purchase orders to ensure that there are no lapses in service; allowing for adequate time to perform subsequent bids. Holds vendors accountable for poor performance by monitoring vendor performance during the life of the purchase. Escalates as necessary. Monitors MRO Contracts for changes, expiration dates, change orders and the punch out catalogue for Grainger, Schaedler Yesco, Wesco, YPEDX, and Fleet Parts. Provides a monthly report of inventory levels from SAP to review for purchasing needed supplies and reconcile records of inventory transactions. Prepares items for surplus or transfer, as appropriate. Recommends condemnation or transfer of items or materials that are no longer needed, damaged or unusable. Receives, examines, stores and distributes parts and equipment for the maintenance and repair of fleet vehicles and highway and construction equipment. Communicates with and provides technical assistance to requisitioners, receivers, and vendors. Assists with the distribution of materials and goods as needed and ensures all necessary paperwork is completed. Assists Clerical Assistant with receipt of goods and compares goods to purchase order, packing slip, quantity and quality/specification of goods ordered. Tracks inventory usage by ensuring all employees sign for any and all items issued from the storeroom. Maintains the Storeroom in a good and orderly condition to ensure supplies, material, and other goods can be easily identified and distributed. Maintains and updates MSDS Sheets, HAZMAT ID, manifest, and labeling, GHS Tags, and Forklift information. Performs purchasing and inventory management during the scheduled shift and at times during overtime and call-outs that may occur during non-scheduled shift hours. Performs other related duties as needed. 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. Fair Labor Standards Act (FLSA) (Employees): Unless directed otherwise by your supervisor or manager, comply with stated work hours for the 7.50/8.0-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. Independently monitors levels of goods/materials to initiate purchase orders in a timely fashion and ensure adequate supplies are available to meet the objectives of the County’s Annual Plan. Coordinates and oversees the bidding process for non-contract items and services and ensures that all contracted services are monitored for compliance and updated timely prior to any contract expiring. Independently resolves 3-way match, purchasing questions, and consults with the fiscal office on coding issues. |
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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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