Position Description

Commonwealth of Pennsylvania
POSITION DESCRIPTION FOR JOB POSTING
Position Number: 00037339	Description Activated On: 4/25/2025 2:14:45 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.

Serves as a Procurement Specialist 1 for the Bureau of Procurement and Contract Management (BPCM), Division of Procurement Compliance and Technical Assistance, within the Department of Human Services (DHS). Under the guidance of the Procurement Specialist 4 is responsible for the planning, directing, development, and coordinating the review, analysis, and application of appropriate level contract and grant documents. The incumbent in this position is responsible for analyzing procurement needs and advising program and facility personnel in the development, implementation, and evaluation of procurement contracts and grants to meet the needs to assure that all necessary and vital services are available to the citizens of the Commonwealth. Other duties include recommending and participating in the development of new process improvements and implementing performance standards, goals and objectives for quality and timeliness of services and ensuring those standards are met. Assists in development of training materials and training department staff on procurement procedures.

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.

Meets with program or facility staff to facilitate the development of invitation for bid, request for quote, request for proposal, and the evaluation of vendors proposals/applications based on best value criteria.

Provides guidance to vendors and program and facility staff on procurement regulations, policies, and methods; assists requestors in writing specifications, scope of services, and statements of work; and develops sourcing strategies, solicitation methods, and other contractual elements.

Conducts in-depth analyses of contractual and fiscal content to ensure compliance with regulations, legislation and sound business fiscal practices as well as provides direction to Department staff on the Department’s contracting program.

Analyzes procurement requests and researches sourcing strategies to determine best method of contracting for items or services. Interprets procurement policy and applies to proposed contract documents to determine appropriateness and makes amendments as needed for processing.

Assists the program office/facility with solutions to maintain their needed services by strategically planning and meeting deadlines.

Facilitates scoring meetings and evaluation trainings for procurements being rated at Best Value.

Acts as the Issuing Officer, which includes assisting in the development of evaluation criteria, pricing methodologies, and performance standards. As needed, will serve as a co-issuing officer to facility purchasers on facility lead solicitations to uphold compliance of procurement rules for solicitations.

Makes awards involving low bid and best value type procurements etc. by adhering to Procurement Code and ensuring the requirements of the procurement are being met prior to making award.

Conducts evaluation team trainings and evaluation team scoring sessions for appropriate level procurements.

Conducts the Best and Final Offer (BAFO) process to include the drafting of BAFO letters for supervisor and legal review.

Facilitates the Clarification process to include the drafting of Clarification letters for supervisor and legal review.

Utilizes multiple procurement systems; SRM, SAP, JAGGAER, BPCM Procurement Tracking, BPCM Procurement SharePoint site to complete assigned tasks

Makes recommendations for necessary corrective actions, prepares, or directs the preparation of, detailed responses and communicates resolutions to the appropriate staff, legal, or leadership etc.

Provides input into the development of, and implements and monitors, policies, procedures, and controls governing contract development, execution, management and closeout phases.

Participates in the planning and development of overall agency objectives and provides consultative services as resource person or subject matter expert in contracting.

Makes recommendations to immediate supervisor, as well as program offices to facilitate adherence to procurement rules and policies on contracting matters and procurement procedures.

Assists in the continual oversight of the Contract Liaison network, which facilitates timely exchange of information on contract issues amongst Executive Management and Program Offices.

Provides technical assistance to agency and program office personnel on contracting procedures and contract management matters. Makes recommendations on how to comply with procurement thresholds per Commonwealth policy and provides guidance on best way to procure.

Assists with training document development and required bureau reporting etc. to be maintained on BPCM SharePoint Site.

Performs related duties and assignments 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.

The incumbent performs with initiative and independent judgment under the direction of the Procurement Specialist 4, who reviews performance through conferences, reports and program effectiveness.

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:

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Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.

1.	Analyze and apply knowledge of contract and grant procedures and policies.
2.	Interpret and apply state and federal laws, rules, regulations, and procedures impacting contracting functions.
3.	Possess knowledge of the principles, practices, and techniques of employee and department training development.
4.	Interpret, convey and apply procedures, regulations and standard business practices regarding management and execution of contracts.
5.	Plan and organize workload.
6.	Establish and maintain effective working relationships.
7.	Communicate effectively orally and in writing.
8.	Apply knowledge of technical writing and contracting principles.
9.	Apply critical thinking skills to identify and resolve problems.
10.	Utilize office software and various procurement systems.