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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00023293 |
Description Activated On: 9/11/2026 9:47:29 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 performs technical work in purchasing supplies, materials, equipment, and standardized services to support agency operations. Responsibilities include reviewing requisitions, determining the appropriate procurement method, preparing solicitations, issuing purchase orders, and coordinating delivery and payment. Work is performed independently following established Commonwealth regulations, policies, and procedures. Any issues with work assigned not meeting the established procurement documents is discussed with supervisor along with solutions to determine a path forward. |
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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. Review and verify purchasing requisitions for compliance with Commonwealth policies. Determine procurement method and prepare purchase orders for contract and non-contract items. Issue Notice to Proceed Letter for yearly service not on any statewide contract under $10,000 that are assigned to you, maintain a tracking spreadsheet to ensure invoices do not exceed approved amount. Prepare electronic bid packages in SRM and Jaggaer/eMarketplace. Collect bid packets electronically or physically and witness bid openings. Prepare invitations for bid, requests to advertise, and notices of forthcoming procurements. Review, interpret, and revise specifications in coordination with program offices. Initiate and process requests for quotes for standardized or recurring purchases. Coordinate with vendors to obtain quotes, pricing updates, delivery information, or issue resolution. Monitor purchase orders from initiation through completion and notify program offices. Maintains record of Mastercard orders and updates Mastercard Purchase Transaction Log. Reconciles monthly Mastercard statement by comparing statement totals to receipts. Reconcile purchasing card transactions using Access Online Pay systems. Ensure vendor compliance with state tax requirements and minority vendor sourcing. Resolve purchasing, delivery, and payment problems including coding errors and invoice discrepancies. Confirm goods and materials received by Bureau for purchases are in compliance with specifications with requestor. Maintain purchasing documentation and generate required reports such as Business Warehouse reports. Provide guidance to program offices on purchasing regulations and procurement best practices. Demonstrates a commitment to the service-oriented culture of the Department. Applies Lean thinking in day-to-day tasks. Is mindful of internal controls and risk management when changes are made to a process. Promotes diversity, equity, and inclusion in the workplace. Performs other 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 the appropriate procurement method for processing purchasing requests in accordance with current Commonwealth guidelines. Recommends substitutions to bureaus when requested items are unavailable. |
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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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