Position Description

Commonwealth of Pennsylvania
POSITION DESCRIPTION FOR JOB POSTING
Position Number: 00003881	Description Activated On: 4/16/2026 2:06:10 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.

This position functions as the key administrative person in the Administrative Services Section. The Administrative Services Section in the Bureau of Facility Design and Construction is responsible for advertising, bidding and awarding contracts for the Department’s construction program. All administrative portions of the contract bid documents are prepared by the section including change orders and final payment estimates. This position focuses on fiscal and contractual aspects required for processing documents.

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.

Serves as the Contract Compliance Initiator for the Bureau.

Prepares and compiles contract documents for Invitation of Bids (IFB) or RFQs by reviewing for accuracy and completeness, converting/compiling bid documents into PDF files, uploading documents onto DCNR and/or 3rd party website. Ordering hard copies of documents for field engineers, parks, or forest districts, if requested.

Assists the Section Chief with Bid Openings and opens bids in his or her absence.

Coordinates and prepares contract agreements and related documentation to ensure the low bidder complies with Commonwealth Procurement Codes, The Department's General conditions for construction, and current award procedures. Reviews responsiveness to regulations with Department of State, Small Diverse Business (SDB) and Veteran Business Enterprises (VBE) under Department of General Services (DGS), Commonwealth’s Contractor Responsibility Program, ensures Vendor Identification Numbers and appropriate bonds are submitted. Interpret and administer rules, regulations, directives, and laws governing contracts and agreements. Review documents for correct routing, coding, signatures, and attachments, which if not correct would result in delays in processing. Contacts contractor by telephone and in writing to provide recommendations for resolution of any problems.

Reviews the Department of Conservation Natural Resources (DCNR) database for proper funding of project. Coordinates with field engineers and Division Chief of any discrepancies. Properly codes contract and commits funding through SAP.

Uploads contract documents into the CRM and CMS routing software for moving contracts through review from Office of Chief Counsel, Department of Conservation and Natural Resources Fiscal Department and the Comptroller’s Office. Resolves any concerns throughout the review process. Once contracts are executed, prepares correspondence such as Award Letters, Notice to Proceed Letters and Bid Rejection letters. Works as a liaison between contractors, Office of Chief Counsel, Comptroller, and various offices to identify and resolve problems that are delaying or preventing the execution of the documents. Monitor contracts and initiate and prepare letters to contractors not complying with award and notice-to proceed deadlines.

Supports Field Engineering Offices for their small construction or emergency contract needs to include reviewing RFQ’s for proper compliance to Department Procurement Policies, reviewing quotes for responsiveness to requirements, checking funding from the database and creating purchase orders through ESS or agreements that will route through the CRM and CMS systems. In addition, processing service orders through CRM ensuring funds are properly expended.

Collaborating with Bureau of State Parks, Bureau of Forestry, and project coordinators for procurements under the Department of General Services (DGS) Job Order Contracting (JOC) program ensuring proper coding for purchase orders and setting up WBS Element Numbers in SAP for fixed assets which complies with general accounting audit requirements.

Responsible for closing out completed projects, reviewing project requirements to ensure that information requested is properly executed and received in a timely manner and initiating and preparing correspondence if not received. Reviews and processes change orders, time extensions or other contract administrative documents for project completion to include review of contractor/surety company affidavits for proper signature and submits for final payment to Comptroller through ESS. Preparing and issuing Acceptance and Warranty Letters.

Reviews and develops administrative operations, making recommendations for changes to improve section’s operations.

Responsible for keeping apprised of state and Federal contract compliance and contractor integrity Procedures.

Prepares miscellaneous encumbrance memos for Comptroller for all contracts administered by the Bureau and change orders for projects; this includes determining availability of funds and affixing appropriation coding for each project.

Attends and may present training at administrative seminars and meetings to keep apprised of changes.

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.

Assignments are carried out with considerable independence and initiative. Limited direction is provided. Work is reviewed periodically for conformance with Commonwealth contracting rules 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:

Experience with Microsoft Office and Adobe Pro. SAP Experience preferred.

Licenses, registrations, or certifications:

1.   N/A

2.   N/A

3.   N/A

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

1.	Operate personal computer/DEC terminals/computer applications/office equipment & apply skills to produce administrative & legal documents.
2.	Apply required mathematical skills/fiscal policies/procedures in preparation/processing of various estimates, invoices & fiscal reports.
3.	Analyze fiscal information & apply policies & procedures to maintain databases & spreadsheets to track fiscal information.
4.	Effectively communicate w/ vendors, contractors, etc. concerning methods & procedures for procurement of services or commodities.
5.	Understand, analyze & apply grammar & style formats to administrative work.
6.	Compose, review, process & route administrative documents such as bonds, agreements, M.O.U.s & other documents.
7.	Communicate recommendations to improve/establish/implement office systems for processing/tracking various administrative & legal documents.
8.	Prepare & distribute weekly, monthly & annual reports concerning the processing & status of Bureau agreements & contracts.
9.	Attend & participate in Department & Commonwealth job-related training & seminars.
10.	Participate in Department and Commonwealth job related training and seminars.