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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00232915 |
Description Activated On: 3/19/2026 11:19:03 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. Independently generates, reviews, and analyzes data and documentation regarding budgeting and planning of maintenance activities, programs, and costs within Pike County to make informed recommendations to management. |
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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. Conducts analysis of planned work activities to determine necessary material quantities. Prepares and monitors material bids through e-procurement in conjunction with summer maintenance activities and annual work plan needs. Monitors and orders bulk maintenance materials such as aggregates as needed and coordinates delivery. Ensures material availability for maintenance projects and maintains contract files. Monitors bulk material for usage and turnover. Prepares requisitions and receives and reconciles purchasing card (P- card) transactions. Initiates purchase orders, prepares product or service specifications, identifies and maintains qualified vendors lists, prepares and issues Requests for Quotes (RFQs), receives, reviews, and certifies bids, and recommends contract awards. Researches cost and material usage utilizing Plant Maintenance and Business Warehouse Reports and other sources of data. Prepares charts and graphs from Plant Maintenance data and material sheets as requested to assist county management in forecasting budgeting and material needs. Responds to vendor questions regarding bulk material bid solicitation in Systems Applications and Products (SAP) and E-Procurement making sure to maintain a level playing field. Responsible for traveling to county stockpiles monthly for verification of inventory quantities. During winter services, maintains an inventory database of anti-skid and sodium. Formulates and provides recommendations based on data collected regarding work units completed, person-hours spent, equipment utilization, materials usage, fuels usage, county goals and objectives to assist management staff in the development and management of the annual work plan, period plan, salt management plan at stockpiles, five-year plan, and 213 Program, to ensure cost effective and efficient maintenance programs. In coordination with management staff evaluates maintenance work operations to develop and verify operation work standards. Gathers data to verify county compliance with various measures of efficiency and effectiveness to include Maintenance Accreditation Performance Index (MAPI) and Dashboards. Assists the supervisor with budget reviews, budget development, and utilization of Gantt chart to ensure appropriate cyclical goals are met within budgetary constraints. Collects all necessary data for core maintenance activities and seal coat operations, inputs accurate information on Pavement Data Form and forwards to district within two weeks of completed project, so that the information updates in the Roadway Management System (RMS) system. Prepares and reviews expenditure analysis reports and performance reports in real time. Presents data at county planning meetings so necessary adjustments can be made. Utilizes M213 data obtained from Business Warehouse and related Plant Maintenance screens to assist the supervisor with tracking progress and data accuracy of the County's Surface Improvement Program (SIP) and business plan cyclical maintenance goals. Updates Plant Maintenance notifications related to these activities as needed. Works with receivers and project managers on vendor performance issues. Monitors ongoing contracts and purchase orders to ensure that there are no lapses in service. Allows for adequate time to perform subsequent bids. Performs close out tasks on purchase orders, when complete. Creates contracts for each Winter Municipal Agreement including all yearly exhibits, initiates yearly payments, monitors expiration dates and processes any severe winter payments. Reviews and prepares snow maps yearly using the Geographic Information system (GIS) to identify deficiencies, overlapping and dead header in the maps. Works with Assistant Managers to resolve discrepancies and updates GIS before preparing and printing snow maps. Prints and distributes maps to all necessary employees. Assemble and distributes the winter manuals, ensures all are completed prior to dry run. Coordinates Highway Beautification Programs (i.e., Keep PA Beautiful; Litter Brigade, Adopt-a-Highway) for county. Works with the Adopt-A-Highway groups to be sure that necessary clean-up supplies are available when needed. Contacts county foreman to pick up litter in their area after an Adopt-A-Highway clean-up has been completed. Works with sign foreman to order Adopt-A-Highway signs when necessary. Assists the Rented Equipment Coordinator by maintaining all confirmation of rented equipment services and investigating discrepancies shown on reports and processing the necessary corrections. Reconciles and processes invoices. Ensures goods receipts are correct. Utilizes knowledge of Business Warehouse (BW), SAP, Supplier Relationship Management (SRM) to run reports, analyze data, and research and analyze purchase orders. Resolves payment discrepancies with vendors to ensure accurate posting to the Department accounts. Modifies receiving slips and invoices for material and calculation accuracy on all aggregates, bituminous oil and plant mix, anti-skid and salt deliveries; reviews MR11 and ZMRBR reports daily, investigates discrepancies between Goods Receipt (GR) and Invoice Receipt (IR) and communicates discrepancies to receivers, purchasing agent and Central Office for resolution so timely payment is made to vendor. Reviews purchase orders for goods receipts, invoice receipts and follows up on invoices sent to Harrisburg. Ensures funds are accounted for in SAP. Reconciles purchasing card. Performs coding for all purchases made within the county organization. Ensures that the Combined Facility Response Plans (CFRP) and Continuity of Operations Plan (COOP) are updated bi-annually and sent to the district for review and signatures and are posted at each stockpile proper to due date. Acts as the lead worker for the RPT 1. Performs storeroom duties as needed. Responsible for travel arrangements and inputs travel expenses. Maintains Record of Absence cards (ROA) for non-Employee Self Service (ESS) users, review leave slips for all required information; review balances; compute and post compensatory leave; review check off sheet against leave books and payrolls; makes necessary corrections, prints leave reports for management. Utilizes a variety of SAP reports, and screens. Position compares leave slips, check off list and payrolls to ensure all leave is properly coded and recorded. Position calculates and submits leave payments to District. Assists clerical staff, as needed, with answering phones, greeting visitors to office, and transferring phone calls. Position supports and develops awareness of programs such as Road Condition Reporting System (RCRS), PA 511, MAPI, Strategic Environmental Program (SEMP) procedures, DE Scorecard, etc. Crossed trained to function as backup to the other RPT 2. Creates purchase orders and renewals in e Procurement for maintenance related Service Purchase Contracts (SPC) related to HVAC, electrical, cleaning, waste removal, and other services. All work is done following Commonwealth procurement law and the purchasing policies of the Commonwealth and the Department. Work includes communicating with requisitioners, receivers, vendors, district office fiscal and purchasing staff, Comptroller’s Officer and the Office of Chief Counsel. Follows proper attendance, call off and leave scheduling procedures, observes start and stop times, breaks and meal periods. Keeps clean, orderly and efficient work area; follows safety policies, procedures and uses protective gear; takes proactive measures to avoid accident/injury; reports injuries and accidents and seeks prompt treatment to minimize further injury risk. Attends environmental training designated for this Working Title Performs other related work as required. 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 Program (SEMP). Also, supports the efforts of other employees to meet these objectives. Safety: Assess your environment and be responsible for your safety, the safety of co-workers and the public. Attend required safety training and adhere to the requirements of all safety manuals, policies, and laws. Immediately report to your supervisor any incident, unsafe practice or near miss. 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 to the event of an incident. 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 Workforce/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. Work may require voluntary overtime and may require overnight travel on occasion, must be able to work OT and travel. |
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. Provides technical analysis and independent evaluation of the organization’s maintenance work programs in accordance with established guidelines. More complex issues are referred to the supervisor 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. 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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