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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00218550 |
Description Activated On: 9/8/2025 7:38:23 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. Responsible for coordinating various administrative and technical support functions related to roadway programs maintenance for Columbia and Montour County, and provides assistance in the development of the Annual Work Plan (AWP). |
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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. Coordinates roadway programs maintenance functions for Columbia County, which has a complement of 90 field personnel, and a budget of $17.336 million. Coordinates roadway programs maintenance functions for Montour County, which has a complement of 32 field personnel, and a budget of $6.003 million. Assists the County Maintenance Manager and the Assistant Maintenance Managers in developing the AWP which includes coordinating and developing the county 213 Surface Improvement Program and the 6-year SIP. Monitors the AWP throughout the fiscal year by utilizing Plant Maintenance, AO and MAPI reports to ensure plan conformance, reports on status, and makes recommendation for adjustments as needed for changing priorities, conditions, and funding. Plans for and determines material needs for activities based on the AWP. Prepares county budget reviews to inform management of budget status for decision-making. Advises County Manager on budget issues and recommends shifting monies between programs as needed. Continually monitors all funds to ensure adequate funds are available for all purchases for county operations and encumbered funds to ensure no funds are lost at fiscal year-end. Reviews the budgetary component of all county Agility agreements. Recommends changes to Agility agreements based on budget. Participates in all Agility agreement negotiations from a budget perspective. Reviews and alters scheduled work through review of Systems, Applications, and Products (SAP) reports, original planning session notes, weather conditions, inventory analysis, equipment availability reports, period plans, weekly plans, and related highway materials information. Coordinates and participates in the review and analysis of output data from the SAP Plant Maintenance system to ensure work program goals are achieved and to maintain overall system control. Analyzes the application of manpower, equipment, and materials to schedule work and study cost data, monitors status of work budgets, and recommends adjustments to maintenance and agility plans to meet limitations imposed by approved budget. Estimates quantities of materials and time needed to assure county operations can run without interruption, which includes bidding of rented equipment, ordering bituminous and aggregates, and ordering winter materials. Maintains knowledge of the Plant Maintenance and Supplier Relationship Management (SRM) systems in order to monitor the accuracy of payrolls, monitor stockpile inventories, avoid equipment and work order cross charges, and ensure compliance with all MAPI measures relating to Plant Maintenance. Supervises all administrative and technical support functions for the County which includes clerical activities associated with processing invoices, requisitions, payrolls, personnel, accounting transfers, and other related paperwork. Directs the receipt, storage, and issuing of all materials and items stocked in the County, including hand tools, automotive equipment repair parts and accessories, roadway anti-skid and surface treatment material, roadside control material, traffic signs, lumber, steel, lubricating oils and greases and automotive fuels. Oversees the establishment and organization of inventory records in accordance with the Plant Maintenance Materials subsystem. Directs the administration of all activities associated with purchasing. Manages the materials component of Plant Maintenance, E-Procurement, and SRM Systems for the County. Oversees ordering and management of all bulk materials for field maintenance including, but not limited to, aggregate, black top, liquid bituminous, and salt. Ensures Department and Commonwealth procurement and Purchasing Card policies and procedures are followed. Ensures problems involving the payment of invoices are resolved and coordinates with vendors, the comptroller’s office, and internal and subordinate staff as necessary. Oversees the establishment and maintenance of inventory records in accordance with Department policy and ensures that various methods of inventory control are employed and adhered to. Ensures the performance of stockpile reviews to ensure that the inventory maintained in the system for materials matches the actual quantities on-hand and that enough materials are available to facilitate planned operations. Conducts reviews of the county storeroom to ensure management of inventory is being maintained and purchasing rules and regulations are being adhered to according to Department policy. Oversees the administration of various maintenance programs which include deer removal, and janitorial and surplus materials. Oversees the administration of the Adopt-A-Highway programs. Plans, assigns, prioritizes, and evaluates work of subordinates. Interviews and selects employees, evaluates employee performance, approves or disapproves leave requests, initiates disciplinary action, determines subordinate training needs, coaches and counsels employees, and resolves problems. 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). Performs related duties as assigned. 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 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. 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 your staff. - Recognize safety daily. - Acknowledge EXTRAORDINARY achievements. - Learn and improve through After Action Reviews (AARs). - Enforce accountability. 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. Actively engage in succession planning by assessing potential vacancies; identifying current and future critical needs and competencies; and assessing the interest, availability, and readiness of current staff and candidate pools. Work with employees to complete and maintain a Career Development Plan. Engage employees and recognize employees and their accomplishments. Establish a mechanism to identify, capture, and share explicit and tacit program/technical knowledge among staff. 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: Understand your responsibilities as a supervisor under the FLSA to ensure that employees are paid appropriately for hours they work or are allowed to work – i.e. all time spent furthering the business of the Department. Ensure that your employees are performing work only within their regularly-assigned shift hours, unless overtime has been directed and approved in advance of completed work. There should be no confusion as to when work has officially started or ended. Ensure that all hours employees work are fully accounted for on payroll sheets. |
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. Makes decisions and exercises independent judgment in planning and directing the work of technical subordinates and in making technical decisions. Frequent communications with the Maintenance Manager, Assistant Maintenance Managers, Equipment Manager, clerical staff, and storeroom personnel is required. Work is reviewed for compliance with procedures and policies, soundness of decisions and effectiveness of results by the higher-level manager |
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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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