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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00019402 |
Description Activated On: 6/11/2026 2:21:51 PM |
Position Purpose: Describe the primary purpose of this position and how it contributes to the organizations objectives. Example: Provides clerical and office support within the Division to ensure its operations are conducted efficiently and effectively. This position serves as the lead in directing and coordinating all OVR procurement and contracts with L&I Procurement division. The position ensures that all procurement, contracting, grant, inventory, and related fiscal activities are conducted in full compliance with applicable state and federal statutes, regulations, and policies. This employee will provide oversight and subject matter expertise with contractors, establish and monitor internal controls, support audit readiness, ensure availability and tracking of software subscription, and align agency goals and service delivery with L&I central procurement requirements. |
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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. Leadership and Supervision Supervises an Administrative Officer 2 and an Administrative Assistant 1. Provides leadership, direction, and program information to L&I procurement and inventory staff to ensure consistent application of Procurement Code requirements and internal procedures. Establishes performance expectations, monitors workload distribution, and ensures timely and accurate completion of assignments. Responsible for tracking capital improvements using federal funding and assisting with federal reporting form on SF-429. Ensures resolution of vendor concerns through collaboration with field office management and BCO staff. Provides oversight and ensures efficient exchange or replacement of Multi-Function Devices. Procurement Oversight and Compliance Oversees all procurement activities within BCO, 21 field offices, BEP, and ODHH to ensure compliance with Commonwealth Procurement Code, L&I policies, and applicable state and federal requirements. Serves as the primary point of contact and liaison between OVR & L&I Procurement, facilitating communication, resolving issues, and coordinating complex procurements. Reviews and approves procurement documentation, including shopping carts and purchase orders, to ensure accuracy, completeness, proper justification, and compliance with internal controls. Leads and manages complex procurements and multi-divisional service contracts. Provides detailed guidance to division managers and program staff in developing statements of work, initiating procurements, and ensuring appropriate procurement methods are utilized. Oversees P-card compliance and audit activities; develops and implements corrective actions as needed. Develops and leads workgroups to address OVR procurement needs to improve operational efficiency. Promotes and supports engagement of small, diverse, and micro-businesses in collaboration with L&I Procurement. Develops and maintains internal procurement procedures to strengthen controls, reduce risk, and ensure audit readiness. Contracts, Grants, Leases, and Special Agreements Leads development, negotiation, monitoring, renewal, and closeout of contracts and grant agreements in collaboration with division managers, program specialists, Contract supervisors, Accounting, and L&I Procurement. Develops and manages special agreements, including lease agreements and accommodation requests ensuring compliance with statutory and policy requirements. Works with Contracts and Grants team to develop tracking systems to monitor all contractual and grant agreements ensuring timely renewals, extensions, and reporting. Provides training and guidance as needed to division managers, providers, customers, and advocates regarding contracting requirements for services. Inventory and Internal Controls Coordinates and provides oversight of inventory management activities related to the equipment deployment and surplus. Establishes and monitors inventory control policies and procedures to ensure accountability, reconciliation, and compliance with Commonwealth property management requirements. Implements safeguards to prevent loss and ensure proper documentation of inventory transactions. Evaluates and recommends policy and procedural updates to ensure conformance with the Rehabilitation Act, as amended, and all other applicable state and federal statutes and regulations. Provides strategic oversight and governance of BCO surplus operations, ensuring full alignment with DGS Surplus Property Program requirements. Directs coordination with the Budget Section to ensure accurate inventory controls, strengthen asset accountability, and optimize the lifecycle management, organization, and disposition of surplus assets. Establishes tracking form(s) identifying capital improvement and property costs at the time of improvement. Ensures annual update of property and property improvement reporting for federal interests are consistently reviewed, maintained and correctly deposed. Strategic Planning, Budget Collaboration, and Reporting Collaborates closely with assigned employees in both the Contracts and Grantee Section and the Budget and Fiscal Section on matters related to procurement planning, budget alignment, and fiscal oversight. Provides input regarding budget allocations, identifies program specific service needs, and recommends procurement and contracting strategies to address those needs. Gathers analyzes, and interprets data, statistics, and operational information to support special projects and require local, state, and federal reporting. Prepares reporting and correspondence in collaboration with the Contracts and Grantee and Budget and Fiscal Sections to recommend opportunities and options in the use of contracts and grant funding. Analyzes and evaluates new opportunities for initiatives and partnerships with external entities. Develops and updates operating procedures for BCO in assigned areas of oversight. Advises Contracts and Grantee and Budget and Fiscal Section Administrators on all matters related to procurement, contracts, grants, inventory management, and related compliance responsibilities. Institutional Compliance and Additional Responsibilities Participates in the review and update of the State Plan to provide input concerning various active agreements. Attends relevant training, conferences, and statewide meetings to maintain current knowledge of procurement, contracting, and regulatory requirements. Provides ongoing training and updated guidance to OVR employees to ensure compliance with policies, procedures, and regulations. Performs other duties as assigned consistent with the level and scope of the position. |
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 supervisors signature. Work will be carried out in collaboration with section administrators, program specialists, bureau managers, field office administration, and L&I Procurement to support efficient and compliant operations. |
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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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