Commonwealth of Pennsylvania

POSITION DESCRIPTION FOR JOB POSTING

Position Number:  00009831

Description Activated On:  6/27/2025 2:29:42 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. 

 Serves as Purchasing Coordinator in the Special Contracts and Purchasing Section of the Division of Office Services (DOS)in the Bureau of Program Support (BPS) for the Department of Human Services Office of Income Maintenance.

This position is primarily responsible for contract monitoring for all Bureaus, management of consumable items and purchase orders.

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.

Provide procurement, commodities, or services support to the six OIM Headquarter Bureaus, 67 County Assistance Offices (CAO) and the Deputy Secretary of Income Maintenance. The support will consist of the following:

1. Upon receipt of a procurement need from an OIM Bureau, submits the SRM shopping cart for all Commodities and/or Goods. This includes obtaining the supplier quote for goods/services, assisting with Statement of Work development, and obtaining the Labor Relations Release.

2. Track the shopping cart through the approval process to ensure a purchase order is created. Works with the Bureau of Procurement and Contract Management to ensure purchase orders are created timely.

3. Once the purchase order is created, provide the OIM Bureau point of contact with a copy of the purchase order.

4. Assists OIM Bureau staff with entering their SRM shopping carts. This may include addressing any questions and/or providing instructions on how to enter SRM shopping carts.

5. Track expiring purchase orders. Obtain the options on how to continue and/or terminate the services. Provide the options to the OIM Bureau point of contact. Obtain approval from the OIM Bureau point of contact on how to proceed to continue the services.



Preform agency reconciler tasks to confirm the requested goods and/or services were received and/or rendered. Agency reconciler task will consist of the following:

1. Confirm with the OIM Bureau point of contact that the requested services and/or materials have been received. Once a confirmation is received via e-mail, completes the goods receipt in SRM.

2. Tracking invoices in ESS to ensure invoices are received and paid by the required due dates.

3. Resolve invoice payment issues and/or discrepancies as noted by the Comptroller or Treasury office.

4. Monitors expenditures and alert Bureau staff when funding is low to prevent loss of services.

5. Works with OIM Bureau point of contact to ensure goods and/or services were received and/or rendered.

6. Provides guidance to OIM Bureau point of contact regarding Purchasing card purchases. Research the needed items and determine if items are on a statewide contract. If a non-contract item needs purchased, forward the request to the Special Contract and Purchasing Section Chief to research and determine the procurement method that is most advantageous to the Commonwealth.




Performs other related duties.

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.

Make recommendations to supervisor if outside the scope of existing policies.

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 using Commonwealth applications: SRM, PA Publisher, SAP, and ESS
Experience using SharePoint and Adobe Products
Experience using Microsoft - Outlook, Excel, Word, and Teams
Exceptional customer service skills

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. Able to communicate in clear and concise manner, orally and in writing.
 2. Prioritze tasks and manage multiple deadlines.
 3. Able to establish and maintain effective working relationships.
 4. Prepare and maintain monthly reports.
 5. Able to work independently.
 6. Lift items weighing up to 30 pounds
 7. Able to travel as necessary with occasional overnight status.
 8. Follow written and verbal instructions and directions.
 9. Effectively identify and communicate issues/concerns within processes and/or tasks.
 10. Attend relevant meetings and training, in-person and virtually.