|
Commonwealth of Pennsylvania |
|
|
POSITION DESCRIPTION FOR JOB POSTING |
|
|
Position Number: 00038017 |
Description Activated On: 1/28/2026 3:18:02 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. The Procurement Specialist 1 is responsible for the procurement of goods, supplies, equipment and services for all programs within the Department of Labor and Industry. Work includes analyzing and developing bid specifications, research, strategic sourcing, negotiating and administering agency service contracts, and implementing corrective action for contract non-compliance. Work will follow the guidelines established by the Commonwealth Procurement Code, Act 57, 1998, and the policies set forth by the Department of General Service Bureau of Procurement and Office of Administration. The position is reports to the Procurement Section Chief. |
|
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. Review and analyze program needs and provide guidance to central and field office programs on the development, implementation, evaluation and execution of procurement contracting activities such as sourcing strategies, solicitation methods, and contractor responsibilities. Recommends procedures and provides administrative guidance and technical assistance to establish the best strategy to meet program initiatives and goals in accordance with Commonwealth procurement regulations, policies, and methods. Coordinate and lead selection committee meetings; best and final presentations, analyzes proposals submitted by consultants for technical compliance; reviews comments from user organizations, General Services and the Comptroller regarding technical details, costs estimates and related items; assists in negotiations, prepares correspondence and prepares the contract. Participates in touchpoint meetings with procurement, office of chief counsel, program representatives and subject matter experts on the development and status of requests for information (RFIs), requests for quotes (RFQs), request for proposals (RFPs), invitations for bid (IFBs), and invitations to qualify (ITQs) solicitations, training initiatives and other procurement related activities. Assists requestors with writing technical specifications, or statements of work to include work deliverables, requirements, responsibilities, and award criteria for procurement projects awarded by best value or low cost. Consults with Department of General Services on Commonwealth statewide contracts and contracting processes including request for proposal, service purchase contracting, invitations to qualify, request for quotes and commodity purchasing. Develops technical specifications and contract language for agency contracts and requests for proposals and requests for quotes including preparing bid/proposal packages, handling of pre-bid/proposal conferences and bid openings, leading supplier forums, chairing selection committee meetings, reviewing and evaluating bid/proposal results, conducting contract negotiation, processing contract for award and holding de-briefing conferences for unsuccessful proposers. Manages the administration of contracts from development through execution. Monitor contracts throughout the signature process. Assists with the negotiation contract terms and conditions, including cost, delivery, performance, and technical requirements. Analyzes contracts for compliance of negotiated terms. Enforces procurement policies and recommends corrective actions against non-compliant vendors in conjunction with legal and program staff. Prepares letters of intent to negotiate a contract to the most responsive offeror as recommended by the selection committee, letters to firms which are not recommended, and, if necessary, prepares presentation to appropriate Bureau Directors or Deputy Secretaries on selection committee's recommendation. Performs complex purchasing related activities including but not limited to, Requests for Settlement Agreements, Contract Amendments, Assignments of Contract, Waivers, Delegations, Emergency Purchases, and Sole Source Procurements as assigned by the Procurement Section Chief. Enforce vendor compliance with negotiated terms, conditions, relevant laws and policies by writing Cure Letters or other corrective action. Work with department legal counsel to resolve vendor performance and contract related problems. This includes understanding and use of the Contractor Responsibility Program. Acts as a liaison with various administrative offices within the Department. Initiate and respond to correspondence concerning contract procurement matters. Interpret or explain organization programs and policies to person who inquire concerning the operation of the Procurement Division. Interacts and communicates with the Bureau of Fiscal Management; ensures the availability and accountability of funds. Analyzes documents for accuracy and completeness in accordance with Commonwealth administrative and fiscal requirements. Identifies and resolves problems that could delay or prevent the execution of the contracting documents. Writes correspondence as required to program offices and contractors for resolution of problems. Contacts suppliers by phone and in writing to resolve contract issues that arise from the Department program area, Office of Chief Counsel, Comptroller Operations Contracts Division, or other Commonwealth stakeholders. Maintains a tracking system which for all departmental Executive Contracts, Service Purchase Contracts, Purchase Orders, Renewal Letters, Settlement Agreements and Memoranda of Understandings. Creates funds commitment documents in SAP when needed. Analyzes the Department of General Services Contractor Responsibility Program System (CRPS) database. Flags irresponsible contractors with tax delinquencies, labor violations, and negative performance issues prior to award of a contract. In the event of contractor performance deficiencies, works with the appropriate Commonwealth agency such as the Departments of Revenue, Labor and Industry, and General Services to resolve and acquire contractor clearance certificate. Communicate with the appropriate division of the Department of General Services Bureau of Procurement with matters relating to statewide requirement contracts, training initiatives, and procurement policies. Processes electronic and manual purchase requests for the department. Review SRM Shopping carts submitted by program offices for goods or services that are on state-wide contracts or that meet the informal/formal bid criteria to ensure completeness by ensuring required documentation is provided such as quotes, labor relations release, workers' protection and statement of work. Prepares bid solicitation documents in response to requests for goods and services. This includes but is not limited to: Review of information provided by the program office, clarification of documents, product research, inclusion of appropriate Terms and Conditions, bid forms (i.e. cost data, sole source fact sheet, Reciprocal Limitations Act, Steel Act, Executive Orders, Lobbying Form), and bid clauses. Obtains necessary approvals, and posts bid solicitations in SRM, JAGGAER, and the Department of General Services website, eMarketPlace as the situation dictates. Performs other procurement-related 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. Work is reviewed immediately as assignments are completed. Employee has discretion and works independently on prioritizing assignments unless specific instruction is given for an assignment. Work is of two types: self-initiated and assigned. Self-initiated work is to recognize a need and develop the solution. |
||||||||||||||||||||
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: Minimum two years' experience as a Purchasing Agent or one year as a Purchasing Agent Supervisor (Commonwealth Title) or three years with experience performing technical purchasing and contract management including research and evaluating commodities and suppliers or strategic sourcing experience. Bachelor's degree in business, supply chain, logistics, project or operations management or a related field or an equivalent combination of experience and training. Licenses, registrations, or certifications: 1. N/A 2. N/A 3. N/A 4. 5. 6. |
||||||||||||||||||||
Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
|