Commonwealth of Pennsylvania

POSITION DESCRIPTION FOR JOB POSTING

Position Number:  00209027

Description Activated On:  4/29/2024 2:33:19 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. 

 Assists the Roadway Programs Coordinator (RPC) in budgeting, planning, and analyzing of data for the review of maintenance activities, programs, and costs within Centre and Clinton County.

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.

Assists in evaluating maintenance work operations to develop and verify operation work standards. Gathers data for County compliance with various measures of efficiency and effectiveness to include County Maintenance Measurements Tools (CMMT) and Dashboards.

Assists RPC and management staff in the development and management of annual work plan, period plan, salt management plan at stockpiles, five-year plan, 213 Program, and Maintenance Efficiency and Cost Effectiveness Initiative (MECE) Program. Prepares snow plans [i.e., calculates lane miles per truck, per route via Roadway Management System (RMS); obtains information from Assistants regarding trucks, drivers, phone numbers, stockpile info; and compiles all information into snow plan for county]; schedules spring and fall maintenance meetings.

Responsible for traveling to county stockpiles monthly for inventory purposes. During winter services, maintains an inventory database of anti-skid and sodium.

Serves as the County Reimbursable Accident Reports (RAR) Coordinator. Responsible for inspecting damage to state property and deciding what repairs will be needed.

Inputs the information into the Plant Maintenance system to process invoices from Central Office to the appropriate individual for the damage. Requisitions bituminous materials and aggregates and other material needs using the SAP R/3 and Supplier Relationship Management (SRM) systems and coordinates delivery of materials.

Utilizes M213 reports in Business Warehouse and related Plant Maintenance screens to assist the RPC with tracking progress and data accuracy of the County's Surface Improvement Program (SIP) and Business Plan Mileage goals. Updates Plant Maintenance notifications related to these activities as needed.

Serves as the County Tort Coordinator which involves coordinating accident claims, obtaining information, and providing local data to assess claims that occurred within the county.

Serves as the County Accident Investigation Coordinator which involves reviewing accident reports received from the police department or news media of accidents of a serious nature, performs field views, takes pictures, and collects data.

Coordinates data and information with the police department and the District Tort Coordinator. Reports are created and data is compiled and submitted electronically.

Assists the RPC with budget development and monitoring by preparing expenditure reports, monitoring, and adjusting purchase documents.

Assists County management by researching costs 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.

Prepares and monitors material bids through e-procurement in conjunction with summer maintenance activities and annual work plan needs. Orders bulk maintenance materials such as aggregates and coordinates delivery. Ensures material availability for maintenance projects and maintains contract files. Requisitions, receives, and reconciles purchasing card (P-card) transactions. Initiates purchase orders, prepares product or service specifications, identifies and maintains qualified vendor lists, prepares and issues Requests for Quotes (RFQs), receives, reviews, and certifies bids, and recommends contract awards.

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.

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 Management Program (SEMP).

Creates and monitors roadside contracts services (i.e., tree trimming, spraying, mowing, dead deer pickup). 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 the Rented Equipment Coordinator. Monitors rented equipment usage and prepares rental bids.

Serves as the County purchaser for requests involving fleet parts and repair services, office supplies, stockpiles, concrete, bridge materials, oil, pipe, salt, and aggregates.

Uses Department systems to purchase goods and services; reviews requisitions and shopping carts. Creates purchase orders against statewide contracts. Processes requests for sole-source purchases.

Prepares, certifies, and monitors bids and prepares specifications and requests for quotes. Identifies and works closely with approved vendors to purchase materials and services. Prepares and monitors contracts and participates in the awarding contracts. Reviews Contractor Responsibility Program to ensure the successful bidder is not delinquent in Commonwealth obligations or has performance issues.

Serves as the invoice reconciler to ensure vendors are paid promptly.

Prepares items for surplus or transfer as appropriate and makes recommendations related to damaged, unusable, or unnecessary items.

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 repair cost estimates based on the most likely quantities and method of repair upon inspection of damaged guiderails. 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 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.   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. 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 to attend meetings and trainings
 10. Use required personal protective equipment and be responsible for its care, storage, and maintenance.