Position Description

Commonwealth of Pennsylvania
POSITION DESCRIPTION FOR JOB POSTING
Position Number: 00238745	Description Activated On: 4/2/2026 1:12:34 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 Lancaster County. Assists clerical office staff with duties such as customer concerns, phone assist.

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.

Maintain Adopt A Highway program. Work with public fulfilling needed supplies for Adopt a Highway. Track Adopt a Highway groups, and keeping Adopt a Highway program up to date on current participants. Reviewing inventory of AAH supplies.

Analyze 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.

Reviews and analyze data from the Systems, Applications, and Products (SAP) Plant Maintenance and Roadway Management Systems to ensure program goals are achieved and overall systems control is maintained.

Reviews and monitors work data information to ensure compliance with MAPI measurement and makes recommendations as to how the organization can improve.

Assists in monitoring maintenance operations in the field to ensure the applications of approved maintenance standards and in completing field studies to gather data from various maintenance operations for the development of work standards.

Assists in the management of the materials component of the SAP Plant Maintenance and Supplier Relationship Management (SRM) Systems for the county organization. Aids in directing the purchase, receipt, storage, and issuing of all bulk materials and garage storeroom items to ensure the availability of resources, as well as the efficient and effective use of resources.

Oversee 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. Completes goods receipt entries in SAP for bulk materials received from vendors.

Assists in developing and implementing the county salt management plan and in analyzing spreader data to ensure equipment operators are complying with Department policy regarding proper spreading formulas.

Assists in performing stockpile reviews as required to ensure that inventory maintained in the system for materials matches the actual quantities on hand.

Tracks the status of rented equipment agreements including purchase order usage, balances, and expiration dates. Prepares rented equipment tracking report and presents information to management.

Assist with location of accident sites, inspects, and identifies guiderail damage. Obtains accident information from appropriate police records. Prepares damage estimates, submits repair request to contractor, arranges for prompt repair, observes repair work, and inspects completed work.

Compiles all necessary data needed for the Department to bill responsible party. Ensures that contractors are properly and promptly paid for all work completed. Enters all required information in the Plant Maintenance computer system.

Obtains information of accidents from newspaper, radio logs, state police and other sources.
Assists RPC with budget development and monitoring by preparing expenditure reports, monitoring and adjusting purchase documents.

Assists with accident site for accident documentation takes photographs of scene, vehicles, all posted signs, shoulder conditions and/or any other relevant factors. Monitors all state routes for hazardous conditions and reports findings promptly to assistant manager for that area.

Assists in preparing Reimbursable Activity Reports (RARs) for all reported damage to highway facilities. Documents all damage cost submitted and forward to RPC quarterly.

Assists with initiating purchase orders, preparing product or service specifications, identifying and maintaining qualified vendor lists, preparing and issuing Requests for Quotes (RFQs), receiving, reviewing, and certifying bids, and recommending contract awards.

Responsible for reporting of deer carcass pick up program. Monitor purchase order and invoicing of dead deer carcass pickups. This includes notification to contractor and game commission.

Maintain inventory of office supply and equipment including printer cartridge requests and returns. Sends request of supplies to RPT2.

Process accounting duties, such as pay bills off workflow, ice re-imbursements and balancing purchase orders with good receipts. Research blocked invoices. Also maintaining electronic spreadsheet of processed Electric bill accounts.

Coordinates the reporting of work-related accidents and injuries in the County Maintenance Organization.

Assist in processing of Municipal agreements.

Assists clerical staff to maintain office procedures such as phone and incoming visitors when necessary.

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.

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.

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:
Unless directed otherwise by your supervisor or manager, comply with stated work hours for the 7.5/8.0-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.

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.

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.   See Description of Duties above.

2.   N/A

3.   N/A

4.   N/A

5.   N/A

6.   N/A

Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.

1.	Assist in budgeting, planning, and the organizing of data for the review of maintenance activities, costs, and programs.
2.	Read, write, and speak clearly.
3.	Communicate effectively by oral, written, and electronic means.
4.	Use standard office equipment and software.
5.	Maneuver safely around moving traffic and construction equipment.
6.	React immediately to hazard warning devices, such as signs, sirens, and alarms.
7.	Tolerate exposure to noise, outdoors, adverse weather conditions, various plants and insects, and chemicals within Safety Data Sheet (SDS) limits.
8.	Sit, stand, walk, bend, kneel, stoop, reach, crawl, twist, and climb; lift and carry up to 50 pounds. Withstand periods of heavy exertion.
9.	Travel as required.
10.	Use required personal protective equipment and be responsible for its care, storage, and maintenance.