|
Commonwealth of Pennsylvania |
|
|
POSITION DESCRIPTION FOR JOB POSTING |
|
|
Position Number: 50256475 |
Description Activated On: 10/10/2024 8:35:20 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. This employee reports to the Regional HR Liaison and is responsible for duties involving automotive operations, supplies, purchasing, and inventory for the Southeast Region. |
|
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. The incumbent must have a valid driver’s license to perform the following duties: Fleet Maintenance/Dispatcher Monitors vehicle usage; recommends changes in assignment depending on usage patterns or dependability of vehicle. Reports to supervisor vehicles that are improperly used or have infrequent usage. Consults with the Administrative Officer of the Fiscal Unit on whether it would be practical to have vehicles repaired and whether driver safety would be an issue. Prepares monthly usage and maintenance reports from Monthly Automotive Report (MAR) database. Maintain the Monthly Automotive Report database and generate monthly reports using information from the database. Reads directives and other written policy to keep informed of automotive regulations. Informs regional staff when there are policy changes. Trains new staff on Commonwealth vehicle regulations. Ensures vehicles are used in compliance with Commonwealth automotive regulations; arranges and takes pool vehicles for repairs when notified of a problem; arranges and drives pool vehicles for inspections, preventative maintenance, and cleaning according to Commonwealth’s maintenance schedule. Totals mileage and receipts for the pool vehicles and signs the reports as correct. Maintains a vehicle sign-out system and monitors it for adherence to the policy regarding pool vehicles. Maintains computer database for tracking maintenance and inspections done on all regional vehicles, a fleet of approximately 69. Sends reminders to other dispatchers and operators in the region when inspections or preventative maintenance is needed for their vehicles and follows up to make sure services were completed. Completes vehicle physical inspections for all regional vehicles twice yearly to ensure that the other operators and dispatchers are maintaining their vehicles. Each month, receives the automotive activity reports from all operators and dispatchers and evaluates them for accuracy, running a calculator tape for each one to compare figures. Completes vehicle cost information on all reports using credit card receipts and service invoices. Inputs mileage and cost information into the MAR database. Prepares and distributes reports to be used for the following month. Keeps a file of the Monthly Automotive Activity Reports. Processes accident reports when region employees are involved in an automotive accident with a Commonwealth vehicle. Upon approval, notifies vehicle operator that they need to take the vehicle for the repair. Follows up to make sure repairs are done. Completes, tracks, and follow-ups on all Repair Authorization Request (RAR) form when it is determined that the cost of repairing a vehicle is more than the limits as specified in Management Directive 615.16 Commonwealth Fleet Policy, or when a vehicle has been damaged in an accident (as above). Arranges service only after approval has been obtained. When emergency repairs are needed, may get verbal approval from Equipment Management in Central Office and follow up with a RAR. Receives vehicle service and maintenance invoices from vendors and verifies work has been completed. Pays invoices through VISA account or submits for advancement account payment if vehicles are agency owned. Process forms for home storage, vehicle operator changes, vehicle changes or transfers, and other automotive related items through appropriate channels as per Commonwealth and regional policy and procedure. Purchasing Duties/Supplies Receives and inspects materials upon receipt for compliance with purchase specifications. Inspects shipments for damage and shortages and attains necessary adjustments through vendor. Date stamps packing slip and keeps on file with purchase request as notification that items was received. Issues materials to staff as per purchase request. When invoices are received for purchases, pulls supporting documentation (purchase orders, packing slip, etc.). Makes sure charges are correct and items have been received as ordered. Uses the VISA purchasing card to pay the invoice. Completes MIGO report on the SAP system for items received from the DGS warehouse. Files paperwork. Advancement Account Processes advancement account invoices through SRM and the Finance Transformation Database. Receives invoices, enters required coding, Federal ID number and document number on invoice. Ensures that a justification is present on either the purchasing document or the invoice. Checks vendor database to add or update vendor information (correct company name, federal identification number and remit to address). Inputs invoice, payment and coding information into advancement account database to generate checks. Ensures check amounts are correct and do not exceed the limit for advancement account payments. Prints checks and check report. All documents are prepared as per the advancement account manual and applicable management directives. Examines all documents for accuracy. Single checks are prepared in situations where immediate payment is required. Voids and reissues checks as directed by Supervisor. For voided checks that are not reissued, prepares a check to the Commonwealth of Pennsylvania to return the advancement account back to its authorized amount. Keeps complete files of advancement account documents. Reconciles purchasing card statement. Maintains a filing system for vendor catalogs, state contract schedules, and Management Directives on purchasing procedures and information regarding supply sources and market factors of commodities and equipment frequently required by the region. Monitors inventory levels and usage of supplies. Purchases office and maintenance supplies. Contacts vendors as needed, fills orders, and delivers supplies. Receives incoming shipments of supplies and physically stores them in an organized fashion. Responsible for being familiar with the items available on state contract and determining if the contract items will meet the needs of the region. Keeps inventory of supplies and makes requests to purchase for restocking as necessary. Independently prepares purchasing documents for general operational supplies and equipment, in accordance with Commonwealth and regional purchasing procedures. Receives purchase requests from all programs and ensures that purchase has been approved by Program Manager and Business Manager. Orders DEP Warehouse items through the SRM and SAP system. Orders DGS Warehouse items through the SRM Supplies and Forms Encumbrance computer system. Prepares a Purchase Order (PO) for all other purchases. If on state contract, uses the SAP Order Processing System to prepare an electronic PO and routes to supervisor for approval. If not on state contract, research with vendors to find the best available price before ordering. Prepares purchase order form if vendor requires it. All purchases are approved by supervisor prior to ordering. Works along with staff to ensure purchases are best suited to their needs and suggests substitutes due to pricing or availability. Works with the DEP warehouse manager to obtain requested items through the warehouse. Capital Equipment Inventory Places inventory control stickers on appropriate equipment and furniture as required by Commonwealth and regional procedure. Completes physical inventory of capital items and other controlled equipment and updates inventory records as required. Completes paperwork and processes all items for surplus and complies with all Surplus Management Directives. Accounts Payable Reviews invoices to determines the funding and to ensure coded properly, ensures that the invoices are paid. Prepares report to the Comptroller’s Office to have funding corrected if needed. Prepares refund of expenditures and reimbursements. Submits to the Comptroller’s Office and ensures that the money is returned to the correct fund. Receives and date-stamps all invoices. If an invoice has not been paid, obtains necessary supporting documents. Refers invoice to Fiscal employee making the purchase to obtain further documentation, if needed. Determines the proper method of payment. Attaches appropriate payment label and submits invoices to Supervisor for approval. Completes clerical support duties for the Regional Business Manager. Audits all E-Z Pass and Voyager invoices. Other Duties Drives to various location to run errands such as taking deposits to bank and picking up supplies as needed by the business office and preventive maintenance for all fiscal pool vehicles (car wash, inspections, fluid checks etc.) Prepares and processes forms for the reproduction of specialized forms. Keeps a file for each vehicle that includes repair/maintenance invoices, automotive reports, accident reports, and any other information related to the specific vehicle. Notifies supervisor when operators/dispatchers do not comply with regional, or Commonwealth automotive procedures so corrective action can be taken. Serves as back up for the receptionist/mailroom clerk. Inputs appropriate data in a prescribed format to meet data quality standards set forth by guidance, training, and policy across all of DEP’s electronic data systems; to include ensuring accuracy and completeness of entries, and where available, the use of system specific tools to ensure duplicative entries and data quality issues are minimized. Promotes the Department’s mission. Inputs appropriate data in a prescribed format to meet data quality standards set forth by guidance, training, and policy across all of DEP’s electronic data systems; to include ensuring accuracy and completeness of entries, and where available, the use of system specific tools to ensure duplicative entries and data quality issues are minimized. This position description in no way state or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform other job-related duties requested by their supervisor. |
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. Employee completes complex clerical work independently. Assignments are generally determined by workload and priority. Periodic reviews are performed as part of the performance evaluation process. Upon review of invoices, the employee determines the proper method of payment. Employee can decide to purchase different products when more practical. Ensures that all purchases are made in accordance with the Field Procurement Handbook (Act 57) and SAP |
||||||||||||||||||||
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. Class C Driver's License 2. N/A 3. N/A 4. 5. 6. |
||||||||||||||||||||
Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
|