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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00016970 |
Description Activated On: 9/3/2025 9:53:31 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. The Software Procurement Specialist is responsible for overseeing the end-to-end software lifecycle management for a state government entity, leveraging the ServiceNow Software Asset Management (SAM) and Configuration Management Database (CMDB) modules. This role ensures efficient procurement, licensing, deployment, maintenance, and retirement of software assets while maintaining compliance with state regulations, vendor agreements, and IT governance policies. The specialist will collaborate with cross-functional teams to optimize software usage, reduce costs, and mitigate risks associated with software assets. |
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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. Manage the complete software lifecycle, including procurement, deployment, maintenance, renewal, and decommissioning, using ServiceNow SACM/CMDB. Maintain an accurate inventory of software assets within the ServiceNow CMDB, ensuring data integrity and alignment with organizational needs. Track software licenses, usage, chargebacks, and entitlements to ensure compliance with vendor agreements and state regulations. Coordinate with OA Procurement and Commonwealth Agencies to acquire software licenses through DGS statewide contracts, ensuring alignment with agency-specific needs and budget constraints. Work with vendors to ensure timely delivery of software licenses, updates, and support services. Monitor vendor performance and ensure compliance with service-level agreements (SLAs). Utilize ServiceNow Software Asset Management (SAM) and Configuration Management Database (CMDB) modules to manage software assets and configurations in alignment with SACM processes. Configure and maintain SACM workflows, ensuring seamless integration with other IT service management processes (e.g., incident, change, and request management). Generate reports and dashboards in ServiceNow to provide insights into software usage, compliance, and cost optimization. Ensure data quality and reconciliation rules are enforced to maintain a reliable CMDB, including normalization of software titles and reconciliation of discovered data. Maintain software compliance with state and federal regulations, including data security and privacy standards (e.g., NIST, HIPAA). Conduct regular audits of software licenses and usage to identify and mitigate risks related to non-compliance or over-licensing. Support OA Governance/Risk teams in developing and enforcing policies to prevent software piracy and unauthorized usage. Assist in monitoring license compliance and identifying anomalies in usage patterns through ServiceNow reporting. Analyze software usage data to identify opportunities for cost savings, such as eliminating unused licenses or negotiating bulk discounts. Provide input into IT budgeting for software-related expenses, ensuring alignment with organizational priorities. Forecast software renewal and upgrade costs to support long-term financial planning. Collaborate with IT teams, procurement officers, legal counsel, and department heads to align software procurement with organizational goals. Provide training and guidance to end-users and IT staff on ServiceNow SACM/CMDB processes and best practices. Act as a liaison between technical teams and business units to ensure software meets operational requirements. Develop and maintain standard operating procedures (SOPs) for software procurement and lifecycle management within ServiceNow. Identify opportunities to streamline processes and enhance automation within the SACM/CMDB environment. Document all software-related activities, including procurement decisions, license agreements, and compliance audits. Travel as required, including overnight stays. Perform other duties as assigned. |
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. This position is responsible for managing the complete software lifecycle, making critical decisions that balance organizational needs, compliance requirements, vendor capabilities, and budget constraints. It involves evaluating procurement options in coordination with procurement offices and Commonwealth agencies to ensure licenses align with agency-specific requirements and statewide contracts. Decisions related to deployment, maintenance, and renewal prioritize data integrity and regulatory compliance, utilizing ServiceNow SACM/CMDB tools for accurate asset tracking and license management. Vendor performance and service-level agreements are continuously monitored to guide renewal and support decisions. Regular audits and software usage analysis drive risk mitigation and cost optimization strategies, such as identifying surplus licenses or negotiating volume discounts. Additionally, collaboration with IT, legal, and governance teams ensures software procurement and lifecycle management align with organizational goals while adhering to data security and privacy standards. These decisions are supported by detailed reporting, forecasting, and adherence to standardized processes to maintain transparency, efficiency, and compliance throughout the software management lifecycle. |
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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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