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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00054942 |
Description Activated On: 3/3/2025 3:32:03 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. Serving the needs of the active and retired members of Pennsylvania’s Public School Employee Retirement System (PSERS), and the Board, the Procurement Specialist 3 (PS3) works in a fast-paced, highly complex environment to deliver a wide array of service contracts. The PS3 will manage a small team of procurement professionals in strategically sourcing and procuring goods and services, negotiating, and administering related contracts, implementing corrective actions for non-compliance, and documenting and regularly updating documented procedures and internal control documentation for the procurement functions of the system. The incumbent has significant responsibilities in policy analysis and subsequent process documentation and continuous improvement based on procurement policies applicable to an independent agency. |
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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. Analyzes and synthesizes the Procurement Code, Procurement Handbook with the Office of Chief Counsel (OCC) in order to define the procurement requirements for PSERS as an independent agency. Establishes and regularly updates procedural documents that clearly define the roles and responsibilities of internal and external parties to each procurement, including those responsibilities assigned to procurement, internal customers, executive staff, evaluation committee members (as applicable), OCC, and the Board. Documentation will also include designation of all control steps and mitigation of risk factors. Creates and regularly updates template documents (with instructional content) for internal use by the procurement team as well as agency customers. Templates may include but are not limited to: o Notice of Forthcoming Procurement information; o Request for Proposal information; o Letters, emails, and memos; o Invitation to Qualify Solicitation materials; o Purchasing Card requisitions; o TeamTrack 141 information Establishes and documents service level agreements for each procurement type and regularly tracks metrics to report on areas of concern. Develops internal work assignment and management tools to create visibility on work assignments and work progress. Creates and provides training materials for internal procurement staff, with a focus on standardizing procedures, records retention, tools, and communications, all in support of meeting service level requirements. Develops contract administration tools, including supplier onboarding or “welcome” information to share with internal customers with a goal of building stronger contract administration and third-party risk management constructs. Develops standard reports for customer use relating to contract, purchase order, and funds commitment expiration dates and burn rates. Informs executive staff decision making with regard to procurement strategies for addressing expirations and burn rates. Serves as default Issuing Officer for most complex procurements issued via the Request for Proposals process, delegating only as required. Work will include coaching internal customers on Statement of Work development; Cost proposal construction; and scoring criteria. Uses data to provide recommendations for procurement process improvements and cost savings. Reports findings regularly to the Deputy Executive Director for Administration. Represents the procurement team in complex contract negotiations at contract initiation or through the execution of subsequent options and renewals. Represents PSERS on the DGS Procurement Policy Council and attends meetings to stay abreast of changing procurement policy. Reviews relevant data and procurement planning to draft the PSERS Annual Report in response to the DGS Bureau of Diversity, Inclusion and Small Business Opportunity requirements. Provides the full range of supervisory functions. This position is identified as essential - level 1. It supports a critical business function and when there is a declaration of an office closing, emergency or disaster, the incumbent may be required to participate/assist in those functions to aid the business continuity process. As such, the incumbent may be required to remain at or report to work at headquarters or an alternate site and be available or reachable by telephone during the recovery process. Serves as a member of the Commonwealth Procurement User Group. Performs 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. Incumbent works with a high level of independence as it relates to the decision-making processes for procurement methodologies, evaluation criteria, and occasionally, negotiations. |
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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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