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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00013661 |
Description Activated On: 8/22/2025 10:20:18 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. This position is located in the Bureau of Office Services, Division of Procurement & Contracting. It is responsible for performing a variety of purchasing activities for the Department of Military and Veterans Affairs. |
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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. Procure a variety of supplies and consumables for DMVA program offices and veterans homes. Ensure all procurement documents are processed in accordance with Act 57, Procurement Handbook, Labor and Industry requirements, Small Business Initiative requirements, and Office of Administration, Office of Information Technology requirements, state purchasing policies and procedures, DGS statewide contracts, and Federal 5-1 regulations. Prepare bid packages, to include specification review, award criteria, and technical requirements. Discuss purchase requirements with end users and assist with the development of specifications and analyze data to determine that needs are met and best value is obtained. Analyze, research, and compile data and analysis to determine best bidding practices and methods for contracting. Prepare bid tabulation sheets for bid openings, attends bid openings, and records bids. Answers questions regarding bid procedures and bid results. Responsible for awarding bids. Review contractor performance records and miscellaneous contractual documents. Provide assistance to contractors regarding contract documents or procedures. Prepare and create purchase orders, p-card orders, on-going supply contracts, and purchase requests to be approved by utilizing the SAP and SRM systems. Maintain agency contracts, coordinate site visits, communicate upcoming contract end dates and planning with DMVA Program Office and Veterans Homes to ensure no lapse occurs. Process all p-card orders in accordance with established policy and management directives. Prepare and submit of Contractor Responsibility Program (CRP) records with all backup documentation. Correspond with vendors, Comptroller staff, program offices, and Department of General Services personnel concerning bids, delivery of services, contract problems, and payments. Perform the reconciliation of on-going contract invoices, contractor log sheets, deliverables, and certification requirements. Resolves discrepancies with contractors. Communicate Inventory processing changes, troubleshoot and resolve SAP Inventory related procurement issues with DMVA program offices and Veterans Homes such as unit of measure, material number recommendations against statewide contracts and standardization practices. Provide recommendation on material reorder points and product changes. Generate adjustment, open shopping cart reports, and any other procurement reports required. Process procurement documents in accordance with established timeframes. Maintain all procurement documents following established record retention schedules and internal control policies. Represent the Department for meetings with vendors, Comptroller's Office and Department of General Services. Maintain all procurement documents following established record retention schedules and internal control policies. Travel to DMVA program offices and veterans homes to conduct site visits, attend meetings, and provide training on procurement processes. Responsible for participating in required procurement and related training Serve as representative for JEOC (Joint Emergency Operations Center) in times of State Active Duty emergencies. Serves as a liaison with the individuals in the JEOC and in the field. Duties may involve staffing the DMVA Office of Administration cell of the JEOC, making decisions regarding the purchase of supplies, services, subsistence and lodging, providing consultation to Department staff, briefing on activities and funds to various levels, making funding projections, and responding to inquiries. Emergency assignments may be performed under adverse conditions and may last from a few hours to a period of weeks or longer. Perform work in accordance with the DMVA general safety rules and safety rules for this position. Immediately report all workplace injuries or incidents to the supervisor; and/or immediately correct any safety hazards in the work area or report same to the supervisor. Perform related duties 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. Determines methods to resolve problems with vendors. Determines whether goods and services received are acceptable in conjunction with end users. |
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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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