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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00043514 |
Description Activated On: 7/7/2026 10:22:17 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. The position performs a variety of complex purchasing activities for the Pennsylvania Liquor Control Board (PLCB). Areas of specialization include procurement of services within a competitive sealed-bid environment having agency-wide impact across Finance, Administration, IT, Supply Chain, Marketing & Merchandising, Regulatory Affairs, Wholesale Operations, and Retail Operations. |
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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. Issuing Officer for Requests for Proposals (RFP), Requests for Quotations (RFQ), Request for Applications (RFAs), and Requests for Information RFI): Analyzes procurement needs and advises PLCB’s program managers in the development, implementation, and evaluation of complex procurement contracts to ensure quality performance and cost effectiveness. Serves as the Issuing Officer for RFPs, RFQs, RFAs, and RFIs. Provides guidance and training to staff and program offices regarding purchasing rules, regulations, and procedures to plan and manage assigned projects from inception to termination. Prepares the administrative and technical portions of the procurement document by advising and assisting PLCB program managers and staff in writing specifications or developing the scope of services or statements of work and contract language for RFPs, RFAs, and RFQs. This includes analyzing, developing, and advising program managers on sourcing strategies, solicitation methods, and cost effectiveness; negotiating standard and non-standard terms and conditions including cost, deliverables, and technical requirements. Leads teams responsible for the evaluation of vendor proposals based on best value criteria. Develops requests for proposals, reviews requirements with scoring committees involving multiple program offices and/or agencies, conducts supplier forums, and facilitates related negotiations, bid openings, best and final offers and debriefings. Completes all the administrative duties related to the Issuing Officer role, which includes ensuring proper procurement procedures are followed, planning and scheduling meetings, facilitating and documenting meetings, and preparation of RFP, RFA, RFQ, or RFI related correspondence. Reviews received proposals for responsiveness. Analyzes technical and cost submissions. Works with the PLCB Office of Chief Counsel to develop complex contracts involving extensive research, and frequent amendments, change orders and extensions for signature and ensures all documents are timely executed prior to expiration dates. Reviews proposed changes and/or additions to existing contracts. Determines how change orders or amendments should be executed. Creates purchase orders through the PLCBs Oracle Enterprise Resource Planning (ERP) system as contract payment mechanisms and supports program offices to ensure timely invoicing and payment for services. Maintains and keeps current all solicitation and contracting files for the unit and purges according to Commonwealth Retention Schedule. Resolves invoice discrepancies and provides documentation to appropriate agency, Department of General Services, Office of Budget, and/or Treasury staff. Works with the PLCB Office of Chief Counsel to support program offices in resolving contract issues including preparing cure letters, stopping payments, recouping funds, and terminating contracts with vendors who do not meet established requirements. Coordinates emergency procurements involving short timelines and unanticipated needs or complications. Stays informed of new agency initiatives. Reviews and researches new services to enhance efficiency and realize labor/cost savings. Keeps informed of Commonwealth management directives and policy changes and how they impact purchasing. Resolves issues regarding contractor responsibility by notifying the vendor and directing them to the appropriate Commonwealth agency for resolution. Attends appropriate courses and/or enrolls in on-line free courses to enhance knowledge. Provides professional, thorough, timely, and courteous customer service while representing the best interest of the PLCB. Anticipates and promptly advises division manager of emerging issues/problems/concerns with a plan to address and communicate to those affected. Assists the division manager in obtaining data/information necessary to complete surveys/reports, and Right to Know requests as required. Assists with the PLCB Purchasing Card Program in all areas concerning the use of Purchasing Cards. Performs other related duties 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. This position makes decisions and advises PLCB program areas in accordance with applicable purchasing laws, regulations, and directives and interprets laws/regulations with review by the supervisor and legal counsel as necessary. These decisions may include, but are not limited to, contract maintenance, Supplier assistance, and Purchasing Cardholder assistance. |
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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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