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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00059500 |
Description Activated On: 12/17/2025 8:55:16 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. Purchasing Agent Supervisor This position is responsible for the supervisory technical work, and responsible activities of the procurement of goods and services necessary for the operation and maintenance of Torrance State Hospital. All procurement activity is to ensure the efficient and economical standards are performed within the established laws, handbook, policies, guidelines, procedures, regulations, and rules of the Commonwealth of Pennsylvania, the Department of Human Services, and Torrance State Hospital. |
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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. The position of Purchasing Agent Supervisor is supervised by the Chief Financial Officer and is responsible for the activities and administration of procurement for a wide variety of goods, services, and equipment. All procurement activity is to be performed within the established laws, handbook, policies, guidelines, procedures, regulations, and rules of the Commonwealth of Pennsylvania, the Department of Human Services, and Torrance State Hospital. An example of goods to be procured are the supplies of: fuel, food, pharmaceuticals, medical supplies, clothing, and etc. An example of services are: specialized services, contracted positions, maintenance, warranties, medical services, and etc. An example of equipment are: Fixed Assets, tools, multi-function copiers, medical equipment, and etc. Work entails the contact, establishment, and continued business relationship with vendors in regard to procurement activities for goods, services, and equipment ensuring a harmonious relationship for the benefit of our facility. The Purchasing Agent Supervisor will communicate information to all persons via conversation, telephone, memo, e-mail, letter, fax machine, reports, and other common forms of communication. The Purchasing Agent Supervisor answers questions and advises all facility personnel on the proper method of procurement as provided for in the established laws, handbook, policies, guidelines, procedures, regulations, and rules of the Commonwealth of Pennsylvania, the Department of Human Services, and Torrance State Hospital. Research is a requirement for many purchases concerning detailed specifications, models, safety, durability and product availability. The Purchasing Agent Supervisor will perform or assist department heads in such research. The Purchasing Agent Supervisor will supervise the maintenance of files on purchasing documents, schedules, contract information, catalogs, related correspondence, databases, records, and reports that are essential in answering inquiries concerning procurement activities. Also, prepares correspondence relative to procurement activities. The Purchasing Agent Supervisor will maintain a thorough working knowledge of the Commonwealth, DHS, and Torrance State Hospital's procurement rules and regulations. Via either SRM, SAP, or Agency Purchase Requests (APRs), the Purchasing Agent Supervisor will review the requests for compliance before processing. The Purchasing Agent Supervisor will prepare or supervise the preparation of specifications to be used as a basis for bids, works closely with DGS buyers and commodity personnel regarding specifications for goods and services to be purchased. Along with other department heads, the Purchasing Agent will make evaluation(s) of goods and services and provide reports concerning the quality and services of the vendor in meeting expectations. The Purchasing Agent Supervisor is responsible for the procurement of various services for our facility through the use of the contracts and for construction projects as needed. The individual will research and prepare detailed specifications defining services to be provided, researches sources of supply in the selection of qualified bidders, scheduling, and conduct bid openings. The Purchasing Agent Supervisor prepares contracts and all necessary documentation. The Purchasing Agent Supervisor sends Contract Monitors listings of contracts that they are responsible for, provides Contract Monitors current specification for review, works with Contract Monitors on specifications of new contracts, provides Contract Monitors with evaluations forms semi-annually (February and October), sets up and attends meetings between Contract Monitors and vendors to resolve problems, and initiates contracts as needed. Responsibility extends to the overall operation of the Purchasing Department and the assignment, review, and evaluation of work performed by the Purchasing Agent l and Clerk Typist 2. The Purchasing Agent Supervisor will manage and supervise Purchasing Department personnel by providing training, guidance, direction and instructions, conducting meetings, monitoring attendance, approving/disapproving leave requests, resolving problems, counseling, answering questions, preparing Employee Performance Evaluations, and the reviewing, developing, modifying or changing Position Description standards. The Purchasing Agent Supervisor is involved in the recruitment and hiring of Purchasing Department personnel via the interview process and candidate selection. The Purchasing Agent Supervisor has regular contact with all facility department personnel, Department of Human Services Procurement personnel, Department of General Services personnel, and Office of Mental Health Substance Abuse Services Program Office personnel including contact with vendors and the general public to advance the efficiency and effectiveness of the procurement process. The Purchasing Agent Supervisor will prepare and present reports as required (weekly, monthly, quarterly, semi-annually, and annually). An example of a monthly report is the Minority Purchase Report. The Purchasing Agent Supervisor will use all available tools to perform the required work. Such tools are Microsoft Office Suite products (Access, Excel, Outlook, Access, and etc.), SAP, SRM, Doc-U-Share, and other products when made available. The Purchasing Agent Supervisor works independently and uses good judgement to perform all work for the benefit of our patients and facility. An expectation exists in interfacing on a regular basis with the Facility Financial Manager concerning work activities. When necessary, consultation is to be made with personnel from the Department of Human Services Procurement, Department of General Services, Office of Mental Health Substance Abuse Services Program Office, and others involved in procurement activities. Interaction with the personnel of the Accounting and Storeroom Departments is required of the Purchasing Agent Supervisor and all Purchasing Department personnel. The Purchasing Agent Supervisor attends Department Head Meetings, Business Meetings, Budget Meetings, and other meetings pertinent to the Purchasing Department. Attendance at in-service training classes, procurement conferences, seminars, and etc. are attended as needed. When necessary as a result of Commonwealth, DGS, and OHS changes, the Purchasing Agent Supervisor will change existing methods and practices for the Purchasing Department . The Purchasing Agent Supervisor is considered an essential employee. Overtime may be required based on seasonal procurement needs and deadlines. The position has limited direct care interaction. The individual is expected to interact with adults and geriatric populations as appropriate. |
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. The Purchasing Agent Supervisor is required to perform duties and responsibilities with a high degree of initiative and independence under the supervision of the Facility Financial Manager. |
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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. N/A 5. N/A 6. 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.
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