Position Description

Commonwealth of Pennsylvania
POSITION DESCRIPTION FOR JOB POSTING
Position Number: 00241597	Description Activated On: 3/19/2026 5:38:05 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 as well as other various accounting activities is provided to ensure operations are not interrupted for PennDot's customers both internal and external.

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.

Purchase quality goods and services in a timely manner in accordance with Purchasing Manual and statewide contracts:
Be knowledgeable of Commonwealth Contracts and best buy practices within that system.
Seek best value in local purchasing.
Purchasing duties for District Office needs and emergencies, including contractual agreements for vendor services and supplies.
Provides support for county purchasing needs and functions.
Periodically review supplies to ensure adequate inventory of supplies and equipment and distributes supplies and equipment, when necessary.

Properly prepare all documents, including Request for Quotes, Statements of Work/Specifications, and Purchase Orders/Contracts, related to Accounts Payable functions in the District Office:
Maintains proper documentation for the VISA Purchasing card to satisfy audit needs in accordance with Purchasing Card Manual.
Purchasing Cardholders have the responsibility for ensuring that purchases are made
within established purchasing rules and regulations. Also, accurate records must be maintained, and monthly statements must be reconciled and signed within 5 days.
Maintains calendar of Service Purchase documents to ensure bid or renew process is begun in a timely manner to secure that necessary Purchase Orders/Contracts are in place.

Prepares various reports when requested in order to keep District and County Offices current on all purchasing changes and procedures:

Encumbers money for Engineering contracts and Miscellaneous Encumbrances.

Enters required information into SAP to resolve issues with encumbrances, invoices, and invoice payments by completing and submitting the appropriate forms.

Reviews District and County Purchasing Card transactions in Access Online and correct any coding errors to ensure that proper information is passed to SAP (make counties aware of needed changes so they can correct, or make the changes if counties are unable due to system cut off dates). Also make adjustments after information has passed to SAP, to correct transactions that did not post correctly.

Performs purchasing duties as assigned in order to assist in the District County Modernization process. Attends training relating to procurement in order to be current on Department policies and procedures.

Follows proper policies and procedures in the preparation and monitoring of purchase orders for various District and County needs.

Performs other related duties as assigned.

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.

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. Evaluate the contractor’s operations: Immediately stop any unsafe actions. Engage in an 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 your staff. Recognize safety daily. Acknowledge EXTRAORDINARY achievements. Learn and improve through After Action Reviews (AARs). Enforce accountability.

FLSA:
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.

Works independent of direct supervision, by performing the basic duties listed above. Will be called upon to execute decisions and authorizations within the scope of the position, regarding procurement policies and laws. Any non-routine or unusual matters should be taken to the Fiscal Officer or Assistant Fiscal Officer for clarification. Work is reviewed by supervisor.

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

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

1.	Follow oral & written instructions; communicate orally in person & over phone; read and understand policies and manuals.
2.	Work in standard office environment; sit at desk.
3.	Use office equipment including computer, telephone, copier/printer/fax, etc. and standard computer software.
4.	Ability to see/hear and react to hazards and wear appropriate personal protective equipment as needed.
5.	Travel to field and other office locations to provide assistance and training.
6.	Ability to work with numbers and perform mathematical computations
7.	Ability to lift and carry up to 40 pounds
8.	May be required to work overtime on occasion.
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