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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00036444 |
Description Activated On: 2/18/2026 10:08:06 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 functions as a procurement specialist for SERS and provides support services and guidance to the agency’s staff on procurement matters. |
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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. Serve as a procurement officer within SERS, an agency with delegated authority and independent legal counsel, for complex procurements. Provide guidance to program areas to determine appropriate method of solicitations when presented with the request. Assist in developing statement of work, solicitation details, requirements, and posting for response(s). Coordinate actions with agency legal office for the preparation of Invitation for Bid (IFB), Invitation to Qualify (IFQ), Request for Information (RFI), Request for Proposal (RFP), Request for Quote (RFQ) and Sole Source Procurement. Determine the appropriate fund(s) source from the available funding options. Oversee the administration of contracts once the procurement document (Funds Commitment or Purchase Order) has been fully executed. Facilitate and coordinate procurement solicitations for the agency. Includes (a) developing necessary templates for solicitation, (b) developing and leading training, (c) developing solicitation documents with program area and SERS-Chief Counsel’s Office (CCO), (d) coordinating with Department of General Services (DGS) when necessary for Goal Setting, € conduct bid openings, (f) chair meetings as necessary, (g) generating procurement contract payment source, (h) notifying proposers of award and non-award, (i) holding debriefing conferences for unsuccessful proposers, and (j) responding to bid protests, when necessary. Review and interpret contract documents. Respond to any requests from CCO during contract negotiations with current or prospective vendor. Mediate agency disputes with contractors/vendors, providing advice and status updates to internal stakeholders. Develop, implement, and evaluate procurements. Solicit clarification from agency staff as well as Department of General Services, Bureau of Procurement when necessary. Utilize internal process for Sole Source procurements with the assistance of SERS-CCO. Lead, develop, negotiate, and execute contracts, solicitations, and other procurements. Provide guidance to managers and program staff in addressing vendor and contract-related problems and work collaboratively to resolve disputes between parties as they pertain to contract development, execution, and invoice submissions. Ensure all agency procurement, contracting actions, and cost-effective measures are in compliance with the Commonwealth Procurement Code and Department of General Services (DGS) policies, procedures, and guidelines. Determine necessary corrective actions to enforce compliance of contractual agreements, prepare detailed documentation, and communicate resolutions to appropriate agency staff. Develop and update processes, procedures, and systems utilized for procurement functions. Participate in ongoing training relating to procurement principles and best practices. Utilize SRM and SAP programs to generate procurement-related documents based on contract terms/quotes received from vendors. Complete transactions required to reallocate/adjust expenses to correct the fund, cost center, or general ledger for accounting purposes. Validate new, or revise existing, account assignments. Run open commitment report periodically to identify terminated commitments with encumbered funds for potential renewal, extension, or liquidation needs. Receive and respond to procurement related requests received through agency action request system. Enter data pertaining to new, renewed, or expired contracts into the agency’s Contract Tracking System for the purpose of tracking and timely processing. Administer the Contractor Responsibility Program for the agency, recommending reporting of contractors for poor performance and non-performance. Follow up or oversee staff’s follow up with poor performing contractors, inform contractors of deficiencies and terminate contract if deficiencies cannot be resolved. Run reports, check for duplicate entries, complete entries, close expired contracts, inform agency staff of need for renewal when applicable, and contact vendors regarding payment blocks which may impact ability to pay invoices or prevent entering into contract agreements. Serve as a member of the Commonwealth Procurement Policy and Procedure Committee and agency representative on the Procurement Policy Council. Assist supervisor when necessary with compiling and presenting information in response to Right to Know Law Requests. Serve as back-up Building Emergency Coordinator, Safety Coordinator, and Continuity of Operations Plan (COOP) liaison during absences and peak periods of activity. Assist with review, maintenance, and testing of applicable plans. Attend and facilitate, when necessary, meetings and trainings as they pertain to areas of responsibility. Prepare records, reports, and other documentation related to areas of work performance upon request. Create or renew existing service and maintenance contracts. Attend meetings related to areas of responsibility. Perform related duties as required. This position is identified as Essential - Level 2. It supports a critical business function, and when there is a declaration of an office closing, emergency or disaster, the incumbent may be required to participate/assist in those functions to aid the business continuity process. As such, the incumbent may be required to remain at or report to work at headquarters or an alternate site and be available or reachable by telephone during the recovery process. |
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. After learning duties, an employee in this position operates with a high degree of independence and utilization of professional judgment in response to requests received for the procurement of services and materials. Requests will be submitted for supervisory input and review for procurements that are nonstandard, involve multimillion-dollar encumbrances, require a waiver to proceed, or are highly visible or politically sensitive. Incumbent is responsible to obtain and retain knowledge of applicable laws, rules, regulations, and procedures impacting procurement and contracting functions. This includes communicating constructively with the Commonwealth’s Department of General Services (DGS) and staying informed about changes to DGS policies. Incumbent is expected to apply critical thinking skills to identify and resolve problems and analyze information independently. |
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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: n/a 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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