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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00030935 |
Description Activated On: 6/3/2026 7:19:19 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 responsible for facilitating the procurement of commodities and services for the Pennsylvania Human Relations Commission (PHRC). Key duties include overseeing the bidding process, preparing and coordinating procurement documentation, and collaborating with program areas to develop sourcing strategies, scopes of services, and statements of work that align with agency needs. |
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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. Coordinates the procurement of goods and services by developing strategies to meet agency needs, managing purchase orders, ensuring vendor compliance, and monitoring performance. Recommends remedial action when noncompliance is determined. Establishes teams of agency personnel to gather and assess agency requirements for specific procurements for services, commodities, materials, and equipment availability to include alternatives and product information. Develops sourcing strategies for the procurement of commodities and services not on statewide contract by collaborating with program area staff to understand needs. Obtains and maintains extensive knowledge of the Commonwealth/Agency purchasing policies and regulations to include Procurement Handbook, Act 57 Title 62, and the Statewide Contracts. Applies and interprets Commonwealth and departmental policies and procedures as they pertain to procurement activities. Maintains a working knowledge as it pertains to the job functions in the Commonwealth’s purchasing systems. The systems include SAP, SRM, ESS, and JAGGAER. Prepares and tracks documents in SAP, including shopping carts, purchase orders, emergency purchases, funds commitments, funding adjustments, amendments, change orders, sole source documents, bids, and contracts, in accordance with Act 57. Executes open commitment reports to monitor and track procurement expenditures and identifies any remaining balances for liquidating at fiscal year-end. Serves as a Sourcing Approver for procurement in the JAGGAER system. Provides strategic advice to staff on determining the proper methods of procurement. Collaborates with agency staff to gather and evaluate procurement data to guide contracting decisions. Provides guidance to staff in developing specifications, statements of work, scope of services, and other contract requirements. Prepares solicitation documentation to acquire commodities or services needed by Department program offices. Reviews competitive bids to obtain the best purchasing value for the Department. Works with the Commonwealth’s ITQ contract system to solicit qualified vendors via Request for Quote (RFQ) method, accepts vendor questions and answers vendor questions, and reviews qualified vendor bids to procure those commodities and services required by the Department’s program offices. Participates in contract negotiations with management and legal counsel to finalize pricing and terms and conditions. Manages contract renewals, working closely with agency staff to track contracts and deadlines. Assists and obtains guidance from the supervisor when working closely with legal personnel to ensure the Commonwealth’s Terms and Conditions are accepted. If need be, the position will work with the vendor and legal personnel to establish mutually agreed upon Non-Standard Terms and Conditions for governing the purchase. Develops internal policies, procedures, checklists, and desk references regarding procurement of commodities and services, and ensures information is communicated to PHRC Regional Offices and other PHRC staff. Implements procurement policies by enforcing vendor compliance with contract terms and conditions and recommending corrective actions. Determines those commodities and services available on the General Services Advantage (GSA) website. Submits the Federal Cooperative Purchasing Form to the Department of General Services (DGS) when applicable and prepares the legal Whereas Agreement for Non-Standard Terms and Conditions review. Reviews and processes contract renewals, monitors contract compliance, enforces contract terms and conditions and procurement policies, and implements corrective actions. Supports small business, diverse small business, and veteran-owned business initiatives. Resolves delivery problems, receives goods when appropriate, and confirms services rendered at PHRC locations. Investigates discrepancies in purchase order invoices to ensure proper and accurate payment of Commonwealth vendors. Performs other duties as assigned. Travel 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. Procurement activities are assigned on a daily basis with final product being reviewed and approved prior to issue. Management guidance is also provided, as needed, in the bidding process and other related procurement activities in order to ensure adherence to Commonwealth purchasing regulations. |
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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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