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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00178227 |
Description Activated On: 3/6/2025 12:05:03 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. Provides support within the District Office and counties by creating, reviewing, processing, and controlling financial records and documents; procurement support for District and county programs; and related accounting activities to ensure fiscal and storeroom functions are completed efficiently and effectively. |
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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. Maintains the Fuel Card files and reconciles the receipts to the individual cardholder's statements. When receipts are missing, contacts the cardholder and requests the original receipts or if those are lost, requests that the confirmation receipt be filled in and signed. Where necessary coordinates these activities with the District Equipment Manager. Purchases goods and services using the P-Card and SAP Systems (R/3 and SRM) and maintains purchasing records in accordance with established policies and procedures. Serves as the primary person responsible for processing invoices for the District Office that are not payable by VISA or the Cash Advancement System. Serves as a Purchasing Cardholder for the District Office. Assists District and County Purchasers as necessary and directed. Follows the P-Card Manual. Serves as the Highway Equipment Cardholder for the District Office. Assists the Highway Equipment Manager with purchases over $10,000.00. Process Purchasing Card transactions in Access Online (US Bank P-Card) System as needed. Monitors contracts and purchases orders to endure that adequate funding, time (validity period) and quantities are available, as needed. Performs Invoice Reconciler activity to ensure that vendor receives prompt payment. Works with receivers and project managers on vendor performance issues. Monitors contracts and purchase orders to ensure that there are no lapses in service. Reviews approved requisitions and shopping carts and determine whether a Solicitation (bid) or a Request for Quote is needed prior to creating a purchase order or contract. Assists when needed in the coordination of purchasing, requisitioning, and invoicing with District Office and County Office, Bureau of Office Services and Comptroller Operations, and other parties as needed. Provide assistance to County personnel to solve a variety of technical problems. Assists in the operation of the storeroom. Ensures that proper stock control procedures and methods are being followed and documented. Enters General Ledger adjustments (FV50) into the SAP as directed by the DFO/ADFO. Monitors adjusted accounts to ensure proper posting of data. Perform typing functions as directed and complete special projects, including various reports and charts as assigned by the District Fiscal Officer (DFO) or Assistant District Fiscal Officer (ADFO). Safety (all employees): 1. Assess your environment and be responsible for your safety, the safety of coworkers, and the public. 2. Attend required safety trainings 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. -Continuously communicate the safety direction. -Incorporate safety into all discussions, deliberations, and decisions. -Inspire employees to be a MODEL for safety. -Encourage and support safety initiatives and programs by participating and involving staff. -Recognize safety daily. -Acknowledge EXTRORDINARY 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. 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 and Supervisor PD's must include the following statement: Commit to following the Department of 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) (Employees): Unless directed otherwise by your supervisor or manager, comply with stated work hours for the 7.50 hour workday. |
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 verifies the accuracy of Accounting data for receivable, revenue and commitment adjustments as submitted prior to entry into SAP. Works with District personnel to determine appropriate accounting codes for EDOC errors. Ensures accuracy and compliance with PennDOT Purchasing Policies for Purchasing documents. Independently reviews and processes purchasing and accounting documents. Independently assists in the management of the District’s storeroom including inventory and surplus activities. Purchases goods and services using the Standard P-Card up to $10,000 and Equipment Repairs up to $75,000 using the Equipment Repair P-Card. |
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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. 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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