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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00055286 |
Description Activated On: 3/26/2026 3:04:49 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. This position performs technical purchasing work for the Department of Corrections (DOC). This position is primarily responsible for the routine procurement of supplies and services for DOC Central Office. |
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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. 30% - This position provides guidance and instruction to DOC staff in determining the appropriate methods for purchasing materials or services. Utilizes Commonwealth purchasing systems such as SAP, SRM, and ESS in compliance with Commonwealth/Agency purchasing regulations and policies. Maintains the local automated agency purchase request (APR) system, which includes updating the vendor database and assigning new vendor information to the system. Maintains all purchasing documentation in accordance with established policies and procedures. 30% Utilizes the Commonwealth's Purchasing Card (p-card) to make payments to vendors. Maintains and provides all documentation required to complete monthly reconciliations of purchases. Prepares and maintains all necessary documents for Comptroller audits. 15% Reviews approved agency purchase requests and determines proper purchasing procedures. Purchases goods and services required by the DOC. Completes research to locate sources capable of furnishing the requested goods or services. Solicits and interviews vendors to obtain infonnation relative to service and price availability. Prepares purchase orders from statewide contracts, submits requests to quotes to qualified vendors, and issues Invitation for Bids (IFB). Establishes and holds bid openings, evaluations, and award of contracts. Distributes approved purchase orders to vendors and program area staff. 15% Evaluates and resolves routine purchasing problems through contact with their supervisor or Comptroller's Office, Department of General Services, DOC staff, and vendors. Works with Central Office staff and vendors to resolve issues regarding quality and timeliness of service, invoice discrepancies, vendor payments or any other issues. Answers inquiries from vendors and DOC staff regarding status of bids, orders, APRs, and other situations that may arise. 5% Monitors the status of contracts from inception through the approval process. Notifies staff of pending expiration dates for contracts specific to their program area and initiates the contract renewal process, if necessary. Answers all questions pertaining to the agency contracting process. Prepares amendments and completes liquidations, as directed. 5% Provides support to field staff as directed. Enters Service Now tickets and helps resolve issues regarding SAP, SRM and the APR system. Performs other 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. Supervision is provided by an administrative supervisor along with specific instructions for new projects and/or contracts. Decisions are made independently within established regulations, policies, procedures, and standards. |
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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: N/A 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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