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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00209710 |
Description Activated On: 5/4/2026 12:44:31 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 Columbia/Montour 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. Monitors inventory usage and disposes of excess inventory through the submission of properly completed surplus forms to the Bureau of Office Services & disposing of accordingly. Works directly with the RPC, CMM, and ACMM’s in performing technical duties assisting in the review, analysis and development of the 5-year plan. Assists in analyzing work plans to ensure that the program is balanced and the labor, materials, equipment, and funds necessary to complete work plans are available. Assists in completing adjustments to work plans as required. Analyzes and records pavement treatment cycles and update 5 year plan data on each counties corresponding 5 year plan spreadsheets. Performs accounts payable and invoice reconciliation tasks for the Columbia/Montour County maintenance organizations. Invoice reconciliation tasks will be received via SAP workflow for both PO and Non-PO invoice types. Performs Non-PO cash advancements and ensure correct coding. Communicate with vendors and office staff to resolve invoicing issues and GR/IR mismatches to avoid any issues at fiscal year end. Administer the safety glasses program Perform general invoicing tasks. Process Active Pay transactions for Columbia/Montour P-card holders. All transactions must be updated by the cycle completion due date which is 15th of each month. Additionally, District 3-0's copy of the OS-536 must be updated in a timely fashion. Process all Ice Reimbursement for the county foremen Maintains and directs organization of the counties vendor invoice filing system. Create goods receipt cover sheets to assist storeroom clerk in the service goods receipt entry process. Complete all required paperwork and work with the employee’s manager to schedule the drug and alcohol testing. Run various invoice reconciliation reporting transactions such as MR11, ZMRBR and invoice tracking report to manage reconciliation tasks generated via SAP workflow processes. Review and follow up on invoicing issues caused by contractor responsibility blocks. Responsible for the monitoring and paying of service contracts such as UGI, sewer, and Roadside Rest contracted services. Monitor and add funds to the postage meter and account as needed. Perform all required personnel duties as directed in the Winter/Summer Maintenance Program instructional booklets/instructions. Complete SMP/WMP transactions for Columbia/Montour County. Need to obtain all pertinent information before entering it into the system. When entering transactions, responsible to be sure that all screens are completed accurately. Responsible to prepare and maintain information for the winter/summer maintenance programs, including but not limited to setting up interviews, completing paperwork for interviewees, completing furlough clearance on selected individuals, completing in-processing paperwork on selected individuals, and completing termination paperwork when selected individual’s position expires. Responsible for payment of utility and local invoices through No-PO invoicing in ESS. Update the district's "County Letter Spreadsheet" for all interview notices and fully In-process all new employees. Cross train with both the Bulk Material and Administrative RPTII. Gain the general knowledge and ability perform their essential functions as a backup. Serve as the Columbia/Montour County records retention coordinator by way of maintaining archived file management process and executing file plan tasks. Monitor new employees onboarding progress. Responsible to complete in-processing paperwork, explain Department policies and other related information. Once names are received from district contact each individual either by certified letter or by phone and schedule them for an interview. Complete all paperwork necessary for the interview process. Once individual has been selected for the position, send all paperwork to district for approvals. Those persons who are not selected need to enter information on the district letter spreadsheet, so non-selected letters can be sent out. Process all required documentation for the new employees, Student Employees and Highway Maintenance Workers. Submit EE07 forms on selected candidates and execute the furlough template submission Maintains quarterly, probationary and annual Employee Performance Reviews (EPR)and ensures all documents are uploaded into the E-OPF system. Maintains tracking system to maintain an accurate list of what evaluations are due each month. Ensure evaluations are completed within one week of due date. Set up a probationary evaluation for each employee who is hired permanently or for any employee who is promoted or demoted. Once their 6-month probationary period is completed, the evaluation is completed entirely by their supervisor in rough draft and then forwarded to me for typing. Signatures are then received once evaluation is completed. Each month, Responsible to retrieve evaluations that are due for that quarter and send them out to the appropriate supervisor for review and signatures. Yearly responsible to pull those evaluations that are due and send them out to the appropriate supervisors for completion. Once the supervisor has completed the evaluation in its entirety, they return it for typing. Once typed, the evaluation is sent back to the supervisor for signatures. Works with the county timekeeper to execute out-processing and closeouts for retiring, transferring and quitting personnel. Completes all necessary paperwork for those employees leaving the Department due to retirement, resignation, termination, death, etc. Complete an evaluation timeliness report annually and submit it to District 3-0. Reports monthly dashboard numbers for EPRS to District. Provide guidance to employees with changes to address, withholding status, and other personnel changes by providing forms and faxing them to the HR Shared Service Center. Responsible for maintaining and filing information in each employee’s personnel history folder (PHF). Conduct record reviews every three years which involves each employee being able to review their PHF and ask any questions and make any changes. Receive and document complaints from the public either in person or by telephone, enters them into the CCC system. Serves as the main receptionist. Type internal and external correspondence as needed. Attend Environmental Training as designated for job position. Performs other duties as required. 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. SEMP/PennDOT Green Plan Policy: 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). Commit to following the Department's Green Plan Policy (Pub 712) and the associated principles. Failure to comply with the Department Green Plan policy shall be documented in employee's performance review. Fair Labor Standards Act (FLSA): Unless directed otherwise by your supervisor or manager, comply with stated work hours for the 7.5-hour day. Succession Planning: 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. |
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. Work is normally performed in accordance with specific assignments, but the employee exercises some judgment in carrying them out. 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. 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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