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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00050555 |
Description Activated On: 9/22/2026 11:10:32 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 serves as Procurement Specialist 1 within the Division of Contracts, Procurement and Bonding and reports to the Procurement Specialist 3. The incumbent is responsible for the management of a wide variety of functions including the following: the procurement of services, supplies, and equipment; invoice reconciliation; backup for administration of the Purchasing Card program, and backup for the Central Office Advancement Account. |
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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. Purchasing: Analyzes procurement requirements as assigned. Provides guidance to central and field office programs on the development, implementation, and evaluation of procurement methodology for acquisition of goods and services. Interprets and administers rules, regulations, directives, and laws governing contracts. Recommends appropriate procurement procedures and provides administrative guidance to program areas as required. Provides guidance to vendors and program staff on applicable procurement regulations, policies, and procedures. Assists programs with interpretation of fiscal deadlines especially end of fiscal year deadline schedule. Researches sourcing strategies, solicitation methods, and other contractual elements to ascertain the proper acquisition methods. Analyzes agency and Department of General Services pre-established contracts to ensure compliance with pre-negotiated terms and conditions. Reviews and processes assigned requisitions to determine appropriate procurement methodology. Issues invitation for bids, executes purchase orders and processes changes as requested. Identifies and facilitates assignment of asset number for materials acquisition(s). Conducts monthly audits of blocked invoices. Assists with program staff to ensure blocked invoices are paid in a timely fashion. This also involves working with the Comptroller's office and Treasury. Analyzes procurement 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 acquisitions. Writes correspondence as required to program offices and contractors for resolution of issues. Monitors contracts and purchase orders throughout the signature and approval process. Contacts contractors by phone and in writing to resolve issues and ensure timely execution. Communicates clearly with contractors to resolve contract issues. Resolves issues that arise from the General Law Division, Comptroller and Attorney General during the signature process. Accesses and analyzes the Department of General Services (DGS) Contractor Responsibility Program (CRP) database. Flags contractors with CRP entries such as tax delinquencies, labor violations, and negative performance issues -- prior to award of a contract. Notifies proposed contractor of entry and instructs contractor to contact which agency to contact to resolve the issue(s). Budget/Fiscal: Interacts and communicates with the Bureau of Fiscal Management; ensures the availability and accountability of funds for the Bureau of Office Services throughout the course of each Fiscal Year. Interacts with contractors, the Comptroller's Office, the General Law Division, Deputies offices, the Secretary's Office, and the Contract Compliance Officer to ensure the successful execution of department contracts. Applies knowledge of contract requirements to expedite contract completion. Co-ordinates emergency walk-throughs with the General Law Division and signatory areas when necessary. Purchasing Card Administrator (Backup): Coordinates all purchasing cards (P-card) & Commonwealth Corporate (travel) Cards for the department. Researches problems or issues that arise. Cancels and executes changes to P-cards. Processes new P-card applications. Audits agency personnel activity. Fields and resolves inquiries from Human Resources, Treasury, and Comptroller audits. Corresponds with Commonwealth Contracted Bank and agency personnel regarding card related matters. Advancement Account Coordinator (Backup): Directs all operational aspects of the DEP Central Office Advancement Account using SAP/SRM. Applies advanced knowledge of procurement and fiscal procedures, management directives and administrative circulars; identifies irregularities; enforces proper procedures regarding administrative payment and purchasing processes. Writes and distributes advancement account reimbursement checks in compliance with Office of Budget policies and procedures. Arranges pre-payments or reimbursements checks when required. Performs other related work as assigned by the section or division chief. Promotes and exemplifies the Department’s Mission, Vision, and Values in all aspects of work performance and professional conduct. Advances DEP’s strategic priorities through collaboration, commitment to data-driven decision-making, delivery of high-quality customer service, and active participation in modernization and continuous improvement initiatives. Inputs, maintains, and updates data in prescribed formats to meet data quality standards established through guidance, training, policy, and procedure across all DEP electronic data systems. Responsibilities include ensuring the accuracy, completeness, consistency, and integrity of all entries, as well as utilizing available system tools and validation processes to minimize duplicate records and data quality issues. Complies with all applicable laws, regulations, policies, procedures, guidance, and training requirements related to assigned duties and DEP electronic data systems. In conjunction with the supervisor, participates in knowledge management and knowledge transfer efforts by identifying key aspects of assigned duties and proactively sharing knowledge with other employees to support continuity of operations and organizational effectiveness. Develops, maintains, and annually updates a comprehensive desk manual documenting essential duties, standard operating procedures, workflows, system processes, key contacts, reference materials, and other critical operational information necessary to support continuity of operations and effective knowledge transfer. Employees are responsible for ensuring desk manuals remain accurate, current, and accessible in accordance with Department requirements. |
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. Day to day decisions are made independently while priorities and goals are set by the Bureau Director and Executive Deputy Secretary. |
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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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