FLSA STATUS: Non Exempt
Under general supervision; performs work of moderate difficulty in coordinating the procurement needs for highway maintenance activities, the completion of varied scheduling, documentation and record keeping activities, and communication and administrative services for highway maintenance; performs related work as required.
DISTINGUISHING FEATURES OF THE CLASS
Work involves coordination of highway maintenance activities with the Highway Maintenance Supervisors, the Finance Department and Local Agency partners, including administrative and communication responsibilities requiring technical knowledge of department policies and practices. Work involves independent judgment; general supervision is received from the Manager of Highway Operations.
ESSENTIAL DUTIES AND RESPONSIBILITIES
The list of duties and responsibilities is illustrative only, and is not a comprehensive listing of all the duties and responsibilities performed by positions in this class.
• Prepares the bid specifications and purchase requests through coordination with Highway Maintenance Supervisors.
• Prepares the highway maintenance requisition documentation for Committee and County Board approval.
• Coordinates with the DuPage County Finance Department to determine procurement methodology and to ensure timely letting and acquisition of highway maintenance products and services.
• Maintains the bidding and procurement calendar for highway maintenance; tracks in process bid requests through completion and purchase order issuance.
• Local Agency liaison for joint purchases related to highway maintenance.
• Assists with the preparation and tracking of the highway maintenance capital program.
• Participates in highway maintenance winter operations as support staff in snow command.
• Notifies proper authorities and/or division personnel of accident and road hazards.
• Provides customer service and coordinates responses to citizen inquiries.
• Files records and reports.
• Maintains regular attendance and punctuality.
NON-ESSENTIAL DUTIES AND RESPONSIBILITIES
• Adjusts work assignments and schedules in the event of an emergency to participate in emergency preparedness, response, and recovery activities as assigned.
• Depending on assignment may maintain required emergency management training, licensure and/or certifications.
• Performs related duties as required or assigned within job classification.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and /or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
• Procurement procedures and documentation requirements
• Divisional terminology, operations, procedures, and policies
• Business practices related to scheduling, prioritization and tracking
• County policies and procedures
• Applicable federal, state, and local laws, rules, regulations, codes, and/or statutes
• Current office practices, procedures and equipment
• Maintaining schedules, documentation, records and/or files
• Customer service and communication with public and local agency partners
• Using computer hardware and software including word processing, spreadsheets, databases, email, etc.
• Applying an acquired knowledge of procedures, rules, regulations and services applicable to the assigned office
• Manage multiple priorities simultaneously
• Establish and maintain effective working relationships with department and division staff, other departments and others, such as vendors
• Communicate and use interpersonal skills to interact with coworkers, supervisor, the general public, etc. to sufficiently exchange or convey information and to receive work direction
• Ensure compliance with applicable federal, state, and local laws, rules, and regulations
• Convey excellent oral and written communication
• Work effectively under stress
• Maintain confidentiality
EDUCATION and/or EXPERIENCE
Completion of an Associate’s degree in Business or related field and three years of experience in purchasing coordination or customer service in an office environment; or, an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Position is typically office or administrative work and is not substantially exposed to adverse environmental conditions.
Employees in this class are required to be on call for emergency situations and seasonal snow removal, which means being capable of working in excess of forty (40) hours per week.
CERTIFICATES, LICENSES, REGISTRATIONS