Position Description

Commonwealth of Pennsylvania
POSITION DESCRIPTION FOR JOB POSTING
Position Number: 00058131	Description Activated On: 2/3/2026 8:54:40 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 in the Purchasing Department is under the Financial Services Department and the centralized Division of Administration within the Bureau of Juvenile Justice Services (BJJS). BJJS consists of six state operated facilities, a contracted facility and a central office, all of which are located at various geographical locations. This position consists of a wide scope of complex procurement duties involving independent decision making and the ability to prioritize and organize work to ensure efficient operations for the BJJS Purchasing Department, including oversight of the Loysville Youth Development Center (LYDC) Warehouse.

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.

Adheres to all Federal, State and Facility regulations, policies and procedures governing confidentiality.

Supervises the BJJS Purchasing Department, which includes the procurement of all goods, services and commodities for BJJS (includes the central office in Harrisburg and 6 state operated facilities, plus 1 contracted facility: LYDC, North Central Secure Treatment Unit (NCSTU), South Mountain Secure Treatment Unit (SMSTU), North East Secure Treatment Unit (NESTU), Youth Forestry Camp #3 (YFC #3), Southeast Youth Development Center (SYDC) and Western Secure Treatment Unit (WSTU)). Goods and services include, but are not limited to, food, clothing, furniture, equipment, specialized medical/dental/psychiatric services, maintenance and housekeeping supplies, etc.

Reviews and recommends changes in existing methods and practices to promote cost efficiency. Ensure that goods and services are received in a timely manner for 24/7 facility operations. Directly supervises three Purchasing Agents and a Stock Clerk 2.

Reviews and audits Agency Purchase Requests (APRs) to ensure that purchases are made in compliance with all procurement policies. Maintains an annual database of all APRs. Utilizes Department of General Services statewide contracts when applicable. Determines when use of an agency purchasing card is appropriate.

Coordinates with facility staff (clerical, medical, maintenance, etc.) to inspect commodities for compliance to specifications.

Acts as primary point of contact for the DHS Central Procurement Office.

Gathers and reviews all documentation necessary for any contracts requiring bids. Provides information to DHS Central Procurement and works closely with that office until the bid is awarded. This includes gathering information for (or helping to develop) specifications and work statements, including standard terms & conditions, obtaining Labor Relations approval when needed, obtaining prevailing wage information for vendors when necessary, etc. Participates in bid evaluations when appropriate.

Directs the creation and modification of Purchase Orders through supervision of the Purchasing Agent.

Requests and/or provides authorization for Emergency Purchases when necessary to ensure that the safety and security of residents and staff members is not compromised.

Coordinates the necessary paperwork and obtains approvals for Settlement Agreements to pay for services that have been procured outside of the normal procurement policies.

Solicits for vendors, evaluates bids and awards food service contracts for four different sites (NCSTU, SMSTU, NESTU and SYDC) in collaboration with the PA Department of Education and the BJJS Dietary Services Management Specialist.

Coordinates and resolves any misunderstandings, discrepancies, or non-contract compliance issues between BJJS and contracted vendors.

Coordinates all aspects of surplus furniture and equipment for BJJS facilities. Works with DGS to properly dispose of unnecessary furniture or equipment. Coordinates surplus sales when appropriate.

Processes cell phone and mobile device orders via the ESMS Service Now system. Serves as BJJS liaison with the Bureau of Information Services’ Telecommunication unit for all orders, modifications and questions.

Attends meetings/trainings to ensure compliance with Department of Human Services and Department of General Services procurement guidelines.

Maintains comprehensive purchasing records and files reports as required.

Manages the BJJS Warehouse located at LYDC through supervision of the Stock Clerk 2. The Warehouse supplies goods and commodities to LYDC, SMSTU, and YFC #3 on a monthly basis.

Supervises the submission of Warehouse Purchase Requests via the SAP system by ensuring that depleted stock items are reordered on a timely basis in order to meet program needs when inventoried items are requested.

Manages the maintenance of an accurate automated accountability, tracking and follow-up system by which commodities requested are ordered, shipped and received within the specified time in order to ensure availability for use. Implements monthly follow-up of all procurement documents to aid in tracking system. Assists in the maintenance of permanent inventory records to control supplies and equipment usage as required.

Other duties as assigned by the Administrative Officer 4 or Director of the Division of Administrative Services.

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.

Provides guidance and direction regarding any procurement or warehouse issues for BJJS staff. The employee researches and compiles data related to contracts, inventory, services, etc. Researches and stays current on goods and services available through statewide contracts. Determines when Emergency Purchases are necessary.

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:

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2.   N/A

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Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.

1.	Plans and supervises the purchasing program, reviews and recommends changes to promote efficiency.
2.	Reviews and audits purchase requests, orders and printing estimates to determine needs and ensures compliance with regulations.
3.	Supervises the maintenance of perpetual inventory records and other controls of supplies and equipment.
4.	Prepares correspondence relative to purchasing problems and maintains purchasing records.
5.	Attends procurement meetings to ensure compliance to procurement guidelines.
6.	Attends Mandatory Annual Training.
7.	Travel as needed.
8.	Communicates effectively orally and in writing
9.	Proficient in the use of a computer
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