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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00051898 |
Description Activated On: 12/30/2025 2:51:30 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 Purchasing Agent within the PA Department of Transportation’s (PennDOT) District 12. This position is responsible for planning, directing, creating, executing, and evaluating routine procurement contracts and procurement contracts based on lowest bid and/or best value. Works primarily with procurement of goods and services for the District and our four counties. |
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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. Serves as a Purchasing cardholder for the Department and ensures that purchases made with the Purchasing Card are in compliance with the Commonwealth’s and the Department’s Purchasing Card rules and regulations as outlined in the current version of the Purchasing Card Manual (Pub. 363). Prepares contract or purchase order, as appropriate. Ensures that each document receives all approvals prior to supplies being ordered or services received. Creates Emergency Purchase Orders as needed. Discuss purchasing choices with managers and suggest alternative cost-effective items. In conjunction with RPC or requestor, determine appropriate coding /funding for material or service being purchased. Work with managers and receivers to document poor vendor performance or non- compliance with PO requirements. Work with accounting assistance to address GR/IR discrepancies (via contact with vendor or verifying receipts or PO analysis), especially when preventing timely vendor payments. Assist staff in addressing blocked invoices as needed, following up with stock clerk for GRs as necessary. Participate fully in monthly procurement meetings/trainings with the Bureau of Office Services; and share new info with supervisors and staff as appropriate. Position will require extensive communication with various county and district staff, including other purchasing agents. Will need to work with county and district stock clerks to support operations: identifying needs and items to be purchased and assist with inventory control. Use of a shared mailbox will be mandatory. Organization and documentation will be critical. Processes requests for sole source purchases, when appropriate. Monitors contracts or purchase orders using SAP or AO reports to ensure that adequate funding, time, and quantities are available prior to receipt of service or materials. Allows for adequate time to perform subsequent procurements to avoid lapse in service or materials. Meets with program area staff to facilitate the development of invitations to qualify (ITQ), and requests for quotes (RFQ). Evaluates vendor proposals/applications based on best value criteria. Provides guidance and direction to vendors and program area staff relating to procurement policies, procedures, and regulations. Works with vendors and program area staff to develop sourcing strategies, statements of work, scopes of services, solicitation methods, and other documentation necessary to complete the application process. Evaluates procurement requests and research sourcing strategies to determine the best method of contracting for goods and services. Interprets procurement policies, procedures, and regulations to determine appropriateness of submitted contract documents, recommends revisions to documents as necessary to ensure compliance. Ensures confidentiality of information contained in the bid. Serve as single point of contact for vendors. Awards contracts involving lowest bid, best value, and similar routine requests, ensuring adherence to Procurement Code and procurement requirements are met prior to offer. Utilizes multiple procurement systems to complete assigned tasks. Systems include, but are not limited to, SRM, SAP, JAGGAER, E-Procurement and SharePoint. Reviews requisitions and shopping carts. Maintains record keeping of all procurement activities and purges procurement activities in accordance with Department records retention policies. Works with Invoice Reconciler to ensure that vendor receives prompt payment and timely goods receipts are posted. Performs close out tasks on purchase orders, when complete. Makes recommendations for appropriate corrective action used to resolve vendor performance and/or compliance issues; drafts cure letters for legal review; and provides detailed reports of resolutions to program area, legal, management, and other appropriate staff. Provides input into the planning, development, and implementation of policies, procedures, and regulations, as well as agency goals and objectives relating to contract development, execution, management, and closeout processes. Facilitates meetings and evaluation trainings for procurements being rated using best value criteria. Participates in contract negotiations as necessary. Provides guidance to the staff in preparing shopping carts and technical specifications and any other procurement related documents including reviewing bonds and interacting with legal. Maintains a thorough knowledge of all Commonwealth and Department procurement policies and procedures. Performs all procurement activities in accordance with such procedures and policies. Develops and maintains professional relationships with all vendors. Keeps abreast of materials and services, and their availability to ensure that the department procures the most cost-effective materials and services. Assists, as necessary, in the training efforts, which may include developing, monitoring, instructing and participating in various courses and meetings. Seeks training opportunities to enhance job knowledge, performance and skills. Provides professional, thorough, timely, and courteous customer service while representing the best interests of the Department. Acts as a role model by supporting co-workers through encouragement, communication, enthusiasm and teamwork. Proactively and independently anticipates problems, identifies solutions, and escalates issues to supervisor. Safety: 1. Assess your environment and be responsible for your safety, the safety of co-workers, and the public. 2. Attend required safety training and adhere to the requirements of all safety manuals, policies, and laws. 3. Immediately report to your supervisor any incident, unsafe practice, or near miss. 4. When in an enclosed environment (office buildings, confined spaces, flagger stations, equipment pinch points, etc.), know your evacuation process and escape route, your communication protocols, and appropriately react in the event of an incident. Take an active role in succession planning by completing a Career Development Plan in collaboration with the supervisor. In conjunction with the supervisor, participate in knowledge management/transfer by identifying key aspects of the job and sharing program and technical knowledge with other employees. Perform other 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 performs with a high level of independent judgement and initiative under the guidance of a Purchasing Supervisor, who reviews performance through meetings, reports and program effectiveness. |
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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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