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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00032179 |
Description Activated On: 12/18/2025 10:49:50 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. Supports the Division Chief and Bureau Director in the Bureau of Food and Nutrition (BFN) by performing varied administrative staff work to coordinate the purchasing of goods and services essential to running the Child Nutrition Programs (CNP). Responsible for ensuring compliance with procurement regulations, promoting cost effective purchasing, maintaining vendor accounts, and recommending improvements in procurement processes and procedures for the Bureau. |
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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. Works independently to research federal and state laws, regulations, official guidance, and required procedures to initiate purchasing and contracting documents. Recommends improvement in procurement procedures within the Bureau to assure adherence to laws, regulation, guidance, and requirements. Responsible for analyzing, developing, and recommending improvements in procurement processes and procedures for the Bureau. Responsible for advising the Division Chief and Bureau Director on procurement methods to be used when making large purchases or contracting for a diverse range of services. Examples include purchases of educational materials and services for training of public and non-public school personnel, curriculum development, software development and maintenance, and applied research. Responsible for the development of all procurement and contracted documents in collaboration with Bureau of Management Services , both original and amendments, and routing these documents through the required approval process. Reviews and approves quarterly reports submitted by vendors for compliance with contract language, including work performed and associated expenditures. Creates quarterly progress reports for submission to USDA. Responsible for the development and processing of all Interagency Agreements (IA) and Memorandums of Understanding (MOU) between the Pennsylvania Department of Education (PDE) and other Commonwealth agencies or local governmental units. Responsibilities include preparing the narrative justifications to support IAs and MOUs, a review of budgeted expenses, and timelines. Documents are reviewed for approval by the Division Chief. Administers the Food Service Equipment Grant (FSEG). Reviews USDA awarding documents to determine changes in guidance and grant regulations from the prior year. Recommends and implements changes to Bureau procedures to remain in compliance with the regulations. Responsible for building the grant application in eGrants, scoring applications, determining awardees, and monitoring SFA compliance with FSEG grant terms. Responsible for submitting USDA quarterly progress reports, entering final invoices into SAP to assure timely payments to SFA, and acts as the agency FSEG contact person to answer questions from SFAs concerning the grant and grant process. Independently communicates with Office of Chief Counsel, Bureau of Management Services, Comptroller’s Office, and other Commonwealth agencies on procurement and contracting issues. Prepares Purchase Orders, Funds Commitments, Miscellaneous Encumbrances, Miscellaneous Orders, and Agency Purchase Requests as necessary. Utilizes SAP to create shopping carts in SRM, creates and reviews funds commitments, creates goods receipts, completes CRP checks for grant awardees, and uses other SAP transactions to view information. Utilizes FI to process non-purchase order related invoices and reimbursement payments and tracks payment information to ensure payments have posted to the correct funding source. Maintains Purchase Orders by rolling funds to new budget periods for continuity of service and liquidating expired services in preparation of Budget and Comptroller Operations review of activities prior to new state fiscal year. Works directly with DHS management staff on COMPASS issues as directed by the Division Chief, including reviewing and analyzing quarterly reports submitted by DHS and identifying any possible issues to the Division Chief. Develops complex data reports for federal/state legislators and executive/senior staff with PDE under the direction of the Division Chief. Processes invoices into the SRM system and independently tracks invoices to ensure payments are posted to the correct funding source in a timely manner. Works directly with Management Services and vendors to resolve any invoicing issues. Reviews for accuracy and initiates DSL reimbursement requests received from BFN Field staff. Communicates with the Field Service Supervisor and secures approvals from the Bureau Director and Deputy Secretary for Administration. Creates Miscellaneous Orders (MO) to initiate DSL reimbursements. Utilizes CN PEARS to locate and understand reports and sponsor data. Develops and maintains complex Excel spreadsheets to include but not limited to Procurement Logs, miscellaneous Grant tracking spreadsheets, and internal spreadsheets. Utilizing Word documents for mail merge purposes, letters, and memos. Assures that all purchasing and procurement functions are completed accurately and timely under the direction of the Division Chief. Serves as back-up to Fiscal Management Specialist 2 (FMS2) as necessary for the following: Reviews and analyzes FMS2 procedures recommending improvements as appropriate. Assist in the completion of SAP to CN PEARS VT Reconciliations. Assists in the processing of general invoices for ACH failures to assure sponsor payments are received in a timely manner. Performs other duties as assigned by Division Chief or Bureau Director. Travels as necessary, which is rare but may be necessary on occasion |
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. Works with a considerable amount of independence and self-initiative. Works directly with contractors, internal PDE bureaus and offices, and other Commonwealth agencies on complex and routine procurement and contracting issues. |
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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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