|
Commonwealth of Pennsylvania |
|
|
POSITION DESCRIPTION FOR JOB POSTING |
|
|
Position Number: 50275088 |
Description Activated On: 7/31/2026 1:51:20 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 primarily technical duties to assist in the review, analysis, and development of maintenance operations in accordance with management objectives and department policies and procedures within Carbon County and supports clerical and technical functions essential to roadway programs. |
|
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 position will primarily perform the following: Collects, reviews, and participates in analysis of work plans to assist management staff ensuring the program is balanced and the labor, materials, equipment, and funds necessary to complete work plans are available. Collaborates with management staff in completing adjustments to work plans as required. Assists management by reviewing and analyzing data from Systems Applications and Products (SAP) Plant Maintenance and Roadway Management System (RMS) to ensure program goals are achieved and overall system control is maintained. Monitors maintenance operations in the field and assists in completing field studies to gather data from various maintenance operations to aid in 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 by monitoring inventory levels. Aids staff in 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. Monitors and maintains 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. Gathers, analyzes, and provides spreader data to management staff for utilization to ensure equipment operators are compliant with Department policy regarding proper spreading formulas. Provides data and generates reports to assist management staff in developing and implementing the county salt management plan. Performs stockpile reviews as required to ensure that inventory maintained in the system for materials matches the actual quantities on-hand and provides weekly report(s) to assist managers and foreman with planned work activities. Assist Purchaser, or management, by 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. Monitors roadside contracts services (i.e., tree trimming, spraying, mowing, dead deer pickup) to verify completed work activities. Utilizes Maintenance IQ for preparation of basic maps to reference snow routes, stockpile locations, guiderail and/or other planned work activities such as surface treatment, crack sealing, etc. Serves as the County Reimbursable Accident Reports (RAR) Coordinator. Operates a motor vehicle, including Commonwealth-owned fleet vehicles, as required to travel to accident or job site. Responsible for inspecting damage to state property and assessing if repairs will be needed. Locates and identifies guiderail damage. Obtains accident information from appropriate police records. Prepares damage estimates, submits repair requests to contractors, 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 about accidents from newspapers, radio logs, state police and other sources. Prepares Reimbursable Activity Reports (RARs) for all reported damage to highway facilities. Documents all damage cost submitted and forward to RPC quarterly. As instructed, it obtains information, and gathers data relative to tort claims within the county. Prepares standards of care updates from weekly interstate reviews for roadside related issues such as hanging limbs, damaged guiderail, potholes, missing signs, or reflectors, etc. Works in conjunction with sign foreman to ensure protective measures are in place alerting of damaged guiderail. 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. Serves as County State Employee Combined Appeal (SECA) Coordinator. Sets up presentation at County's fall meeting, collects information from employees, and submits pledge cards to Central Office. The following are clerical support duties to be performed when needed: - Greets visitors and ensures they sign in and out. Provides basic information and assistance to callers and visitors and refers more involved inquiries to the correct person for follow up. - Types, files, performs data entry, and other general clerical duties - Answers telephone calls and directs/routes the call to the appropriate individual or work unit. Records information received by phone or in person and delivers messages to appropriate person or work unit via email. --Assists outside callers with any claims for property damage by providing the website information to file a claim. --Records information such as, but not limited to, customer complaints, accident report data and roadway closures received from public, 911 Center and police agencies. - Processes outgoing US Mail with correct postage; administers and distributes incoming mail daily, including signing for certified mail and/or UPS and FEDEX packages. Ensures efficient receipt and distribution of interoffice mail and packages. -Submits roadway condition information and data electronically via Customer Care Center (CCC). - Updates and maintains roadway maintenance information in the Roadway Closure Reporting System (RCRS). -Updates maintenance work plans into the Intranet Travel Advisory Database (ITAD) on a weekly basis. -Maintains Deer Log, records information, and contacts contracted service provider to arrange for carcass removal. Reconciles invoice against log book. - Uploads RAR claims into the tracking system. -Travel Planning Coordinator. - Collects and enters Winter material usage for County Staff to review -Coordinates oversized hauling permit application review and issuance with the District Office. -Coordinates local program activities for the State Employees' Combined Appeal (SECA), Adopt a Highway, Keep PA Beautiful and Get Healthy programs. - Functions as County HR Liaison for job postings, resignations, hiring, PARs, EPR, ADLS & PDC correspondence, and any other functions deemed necessary. - Handle confidential maters including the preparation of correspondence for County & District Office staff, taking and transcribing notes for county staff meetings as assigned and other documentation - Winter Maintenance and Summer Employment Programs coordinator. - Monitors and maintains county Human Resources bulletin and job postings boards. - Scheduling, distributing paperwork to employees and logs employee/pre-employment drug & alcohol testing. - Assist County Staff with typing employee and rating period information on Employee Performance Review (EPR) forms; distributes and maintains a log of EPRs completed/returned. - Updates Job Descriptions annually, at minimum. - Schedules work-related training and travel for county employees. - Processes Injury reports in ESS and Workers Compensation claims. - Processes and submits paperwork for employee’s safety glasses. - Uploads and maintains documentation for eOPF. - Assists the Purchasing Agent with inventory control, distribution of and receiving of parts from vendors, logging receipts and stocking shelves. - Create purchase requisitions. - Receiver for inventory purchases in R3 purchased by County Staff. - Performs physical inventory (PI) counts and resolves deviations between on-hand and computer inventory levels. - Assists with SRM Requisitioning and Receiving. - Acts as backup for processing equipment accidents. - Acts as Back up staff for recorder/typist/ transcriber for minutes taken during staff & labor management meetings and Safety minutes. Types and sends all minutes as requested. - Acts as backup to Payroll and Garage clerk for input of payroll, equipment, and material data from crew sheets and other sources into SAP. -Works Overtime/ dual shifts/ storm shifts during inclement weather and as required or assigned -Perform all other related duties as required. 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 contractor operations: • Immediately stop unsafe actions • Engage in 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 staff. • Recognize safety daily. • Acknowledge EXTRAORDINARY achievements. • Learn and improve through After Action Reviews (AAR’s) • Enforce accountability. Succession Planning: 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: As part of PennDOT’s MS4 obligations including NPDES Permit compliance and stockpile good housekeeping, all Construction Inspection Employee, Manager & Supervisor and Maintenance Employee, Manager & Supervisor PD’s must include the following statement: Commit to following the Departments Green Plan Policy (Pub 712) and the associated principals. Failure to comply with Department Green Plan Policy shall be documented in employee’s performance review. Fair Labor Standards Act (FLSA): Understand your responsibilities as a supervisor under the FLSA to ensure that employees are paid appropriately for hours they worked – 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. Determines inventory needs based on stockpile reviews and monitors the work of contractors in accordance with department policies. Work is assigned with general guidance and reviewed upon completion by the supervisor work for accuracy, completeness, and conformance to policies and procedures. More complex issues are referred to the Roadway Programs Coordinator. Independently determines the method of data reporting and monitoring; and provides reports at regular intervals. Independently monitors, inputs, and extracts data on material usage, manpower, project budgets and expenditures. Oversees key county programs such as WMP, SEP, and RAR for adherence and timely follow-up actions. Directly reports to Roadway Programs Coordinator and County Maintenance Manager. |
||||||||||||||||||||
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. 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.
|