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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00031389 |
Description Activated On: 8/4/2025 1:21:16 PM |
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. Responsible for planning, directing, developing, coordinating the review, analysis, and processing of all commodity/service contracts and procurements for the offices served by DHS as it relates to IT purchases. Responsible for monitoring contract funding and responsible for monitoring, correcting, and reconciling budget discrepancies. |
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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. This position: • Provides guidance to HHS DC and DHS managers, supervisor, and employees in the interpretation and application of Department or Commonwealth procurement and contracting rules/regulations. Initiates actions to improve existing procedures, advises services and maintains all aspects of purchasing and storeroom functions for adherence to established policies and procedures. • Discusses commodity/service needs with HHS DC and DHS program managers/requisitioners and advises them on items/procurement methods that best suit their needs, locates sources and suggests substitutes, as necessary. • Researches various procurement methods gathers detailed technical product and associated service (if applicable, e.g., service contracts on owned or leased equipment, on-going maintenance/licensing for software, etc.) information to coordinate and facilitate the preparation and processing of orders. • Determines what approvals are needed on IT procurement request and coordinates those approvals with DHS, HHS DC, and DGS. Ensures that all DHS Department IT purchases over $100,000 receive approval before processing. Reviews each request to determine if it a request for nonstandard IT equipment and warrants a review/approval and processes accordingly. Research and resolves various issues related to procurement, such as invoices not being paid, SAP errors, purchase orders not being issue, etc. This requires extensive knowledge of the SAP system and the procurement process. • Aggregates and coordinates all requests for commodities/services. This includes the research of various statewide contracts and the review, recommendation, and processing of enterprise procurements with DHS, OA, OB and/or DGS. • Evaluate hardware/software service proposals submitted, making recommendations, or proposing alternative options as appropriate. • Prepares and tracks documents in SAP, including shopping carts, purchase orders, emergency purchases, change orders, sole source documents, and contracts, in accordance with Act 57. • Develops and maintains a working knowledge of SAP, SRM, state commodity contracts, catalogs, and vendor internet sources. • Helps customers for the delivery, receipt and review of products/services shipped to DHS customer agencies. • Conducts discussions with vendors to determine price, product availability, as well as appropriate source of supply and coordination of services. • Ensures compliance with service contracting policies and procedures. • Provides advance documentation to, and confirming approval from, DGS and/or Legal Counsel for commodity/service procurements. • Interacts with IES, Comptroller Operations, Legal, DGS and other agencies, as necessary to ensure purchasing documents are completed accurately and in a timely manner. • Manages contract renewals (which includes working closely with the agency to track contracts/deadlines.) • Works directly with agency program mangers/requisitioners to communicate procurement information and addresses inquiries from these customers. • Review, analysis, and disposition of prior year open commitment documents with MD 310.3. • Develops internal policies, procedures, checklists, and desk references regarding procurement of commodities and services and ensure information is communicated to agency program offices/requisitioners in DHS as it relates to IT purchases. • Uses SAP Business Warehouse, SAP, SRM, and R3 reports to verify work, follow-up on documents, or provide information to support budget planning and decision-making. • Maintains open and closed document files for all purchasing records (i.e., purchase orders, contracts, and funds commitments). • Ensures all procurement documents (hard copy and electronic) are properly maintained/filed. This includes records management, records retention, and purging records in accordance with Commonwealth policies and procedures. • Develop and maintain an electronic method to control, audit, and summarize IT expenditures by program office and appropriation. Produce monthly year-to-date budget performance analysis for inclusion in management reports. Prepare a quarterly assessment of fiscal year spending to-date, identify trends or significant deviations form budgetary plans and ensure accuracy of reporting. Assist program areas a necessary with budgetary development projects associated with IT resources and expenditures. • Prepares and tracks funds commitments, funding adjustments, amendments, and recommends fund movement between program offices pertaining to Commonwealth IT funding. • Assist program staff in DHS and HHS DC office on budget preparation and expense projections, identification of funding needs, and monitoring of expenditures as assigned, to ensure fiscal accountability in assigned funds. Reviews and analyzes monthly SAP reports to monitor expenditures, ascertain potential problems, recommend/actualize alternatives to maintain proper spending levels within allocated funds. • Monitors contract funding for appropriate uses, compliance, and fund availability • Monitors, corrects, and reconciles budget discrepancies that occur with Procurement Office, Budget Office, Comptroller’s Office, and DHS program offices or HHS DC regarding IT funding. • Prepares and processes settlement agreements resulting from over expenditures of funding causing non-fulfillments of a contracts. • Maintains and monitors the use of the Commonwealth P-card for DHS IT procurements. Orders items, rectifies bills and corrects any discrepancies with the vendor. Provides required documentation to the Comptroller’s Office when notified of an audit on the P-card. • Creates and/or processes invoices to be submitted to the Comptroller’s Office for payment. Creates and maintains invoice files and verification of invoice payments in SAP. • Acts as the Agency Fixed Asset Coordinator to verify all General Capital Asset and Proprietary Capital Asset transactions are properly recorded in SAP. • Attends division meetings and provides status on completed/outstanding activity and risks. • Attends and participates in monthly spending plan meetings with OA, IT staff. This includes discussion of specific procurement deadlines, projected procurement requests, current documents, and necessary renewals. • Available for reassignment during an emergency. • Performs 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 works independently, keeping the OA, Admin Support Manager informed of any significant issues. Supervisory guidance is provided as needed, when new or unusual operating procedures or policy changes occur. Regular, daily work assignments are the responsibility of the incumbent, who must be able to independently coordinate with customers and prioritize, organize, and complete assignments in a timely manner. Work is reviewed against operational objectives and feedback from supported program areas. |
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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. N/A 5. N/A 6. N/A |
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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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