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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00013097 |
Description Activated On: 4/28/2026 8:43:50 AM |
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. Manages the Department’s Purchasing Card programs (COPA and IGWF/Inmate Accounts), involving over 55 purchasing cardholders with annual expenditures in excess of $39 million, and 4,000 average monthly purchasing card transactions. Serves as the Agency Purchasing Card Coordinator and is responsible for coordinating the Purchasing Card Program for the department and keeping the purchasing cardholders advised in all matters concerning use of the purchasing card. |
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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. The responsibilities of the Agency Purchasing Card Coordinator include, but are not limited to, the following: • Recommends policy and procedures for the department’s Purchasing Card Programs. • Identifies Purchasing Card Program strengths, weaknesses, and opportunities for improvement. Offers recommendations to the Bureau of Administration Director and implements corrective actions for identified issues, as necessary. May recommend that a purchasing card be suspended, until identified issues are satisfactorily resolved. • Liaisons with the Department Audit Coordinator, the bank, comptroller, Treasury, and the Office of Budget. • Maintains the department’s Purchasing Card Manual as mandated by revisions in regulations, directives, and department policy. • Maintains accurate information regarding the department’s purchasing cards, purchasing cardholders, and reviewers. • Develops and maintains training materials for use by the purchasing cardholders, reviewers, and managers. Provides training to purchasing cardholders and reviewers. • Develops materials for executive-level briefings on the status of the department’s Purchasing Card Program and participates, as requested. • Serves as the Central Office purchasing card coordinator which includes but is not limited to: -Reconcile monthly transactions for Central Office p-card holders. -Reviewing monthly statements on all cardholders. -Works with purchasing card vendors to resolve any compromised, lost/stolen cards, disputed charges, system errors and problems as well as any other issues. -Creates user accounts in Active Pay and SRM, grants roles and access in Active Pay for new and existing staff and assigns cards for all DOC institutions. -Approves all monthly transactions for Central Office, adds coding to Active Pay for purchasing staff, reviews and distributes monthly default report to all institutions, processes FV-50 transactions in SAP for Central Office transactions. -Trains DOC staff on the use of the purchasing card systems. • Monitors monthly reconciliations for all cardholders and reviewers to ensure that they are completed timely. • Monitors purchasing card activity and performs quality assurance reviews for facility cards. • Uses Commonwealth software to review purchasing cardholder activity to assess risk, identify potential areas of concern, and follow up with appropriate parties. • Coordinates dispute resolution, when necessary. • Participates in Office of the Budget-sponsored training sessions and workshops on the Purchasing Card Program. • Participates in department trainings. Prepares and researches topics for discussion and presentation. • Coordinates audit issues with Treasury, Comptroller’s Office, Office of the Budget, and other interested agencies. Responds to audit requests, as required. • Reviews the comptroller’s audit reports and coordinates follow up between the audited organization, the Deputy Secretary for Administration, and the Comptroller’s Office. • Coordinates system issues to ensure necessary access to the Commonwealth’s purchasing card software. • Maintains the security and confidentiality of the purchasing cardholders' information. |
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. Work is performed autonomously within prescribed functional areas of responsibility. Studies and projects within these areas are independently initiated, completed, and submitted to the Supervisor for review. |
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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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