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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00010599 |
Description Activated On: 7/27/2026 3:21:42 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. This is supervisory technical work in the large-scale purchasing and inventory of supplies, materials, equipment, and services for Danville State Hospital. The employee in this class supervises the purchasing of assigned commodities/services within established rules, regulations, and laws. Work is performed under general direction. Direct supervision is exercised over clerical employee(s) and subordinate purchasing agent(s). |
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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. Plans and supervises the work of subordinate purchasing agents and clerical employees. Supervises contractual operations for the hospital by monitoring the awards of contracts with administrative review by Business Office and labor relations coordination of all contracts in order to procure and maintain services according to DSH requirements and Dept. of Human Services (DHS) guidelines. Continues to assist monitors throughout the entire contract period to be sure all terms and conditions are being met. Reviews requirements for accuracy, specifications, proper statewide contract referencing, correct account coding selection, pricing accuracy and extensions, and references to SRM product categories and descriptions. Assists in locating sources of supply for items not covered by State contract. Reviews and resolves problematic and routine purchasing, delivery, invoicing/payment, statewide contract, and DGS/SRM/SAP/Field Procurement. Manual inquiries from Department programs administrative contracts and management. Prepares or supervises the preparation of specifications used as a basis for bids. Prepares bids in accordance with established purchasing procedures. Maintains record of vendors interested in submitting bids on a variety of commodities/services; maintains pertinent purchase records; conducts correspondence with vendors concerning bids, delivery, and payment. Discusses purchase requirements with users and advises on items best suited to individual needs or suggests substitutions for requested items. Research possible new products by meeting with vendor representatives in order to secure information on the most up to date technology in their specific products supplied. Reviews purchasing processes, workflows, and authorizations. Monitors the processing of purchase documents and coordinates with vendors, programs, IES, Comptroller's Office, and DGS Procurement Buyers and staff as needed. Assists program directors in the planning and preparation of their budgets by providing cost and price projections. Provides Facility Financial Manager with required information necessary for completion of budget projections. Review and sign checks for the Vocational Adjustment Services (VAS) account and Donated Funds Account. Approve storeroom requests in the absence of the Facility Financial Manager. Approve advancement account requisitions by ensuring coding is correct (fund, cost center, general ledger) in the absence of the Facility Financial Manager. Performs related work as required. |
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. Decisions are made on a daily basis regarding whether items are on DGS contract or not. Depending on this it then has to be decided whether the items(s)need to be input in SRM or if it will be processed with PCard or Advancement Funds. Supervisory decisions concerning subordinates have to be made on a regular basis. |
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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. 5. 6. |
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Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
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