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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00060789 |
Description Activated On: 7/21/2026 11:55:39 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. Responsible for performing a variety of administrative staff assignments, which include analyzing administrative or staff operations and procedures related to purchasing and out service training, developing and recommending work standards and procedures, conducting research and studies, preparing reports of budgetary findings and recommendations. This position is assigned to the Regional Business Office and is responsible for performing highly complex tasks, using independent judgment and initiative in all areas of procurement, capital equipment inventory, advancement account, invoice processing, contract preparation and permit entry. |
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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. PURCHASING Responsible for purchasing a wide variety of supplies, materials, equipment, and services for the Southcentral Regional Office and two (2) district offices. Requires extensive knowledge of the Commonwealth purchasing rules and regulations as covered by Management Directives, Administrative Circulars, the Field Procurement Handbook, and the Department of General Services contracts. Responsible for providing technical guidance on current contracting processes to and coordinating with program managers, supervisors, or employees in order to affect the proper purchasing of items. Duties include preparation of sole source documentation, written specifications, Invitations for Bid, Requests for Proposal, review, and awarding bids. The preparation of Purchase Orders, Service Purchase Contracts and Emergency Purchase of Services Contracts are electronically processed utilizing the SRM and SAP systems and other purchases processed through DEP’s Electronic Purchase Request system. Must maintain open communications with various vendors in order to resolve any problems related to orders. Responsible for receipt and verification of shipments and where applicable, inputting goods receipt information into the SAP system. Processing required paperwork for payment through the Commonwealth Mastercard purchasing card, the Advancement Account, or direct payments by the Comptroller’s Office. When materials are received and are not in accordance with specifications, vendor must be contacted, and arrangements made for shipment of material back to them. Serves as Environmental PA Publisher Coordinator for SCRO. Responsible for reviewing requests for accuracy and/or follow-up, placing orders through the EPS and/or PA Publisher, receiving orders, and delivering orders to appropriate personnel, and maintaining records until process is completed. CONTRACTS Responsible for initiating contracts for equipment and/or services including emergency purchase of services pertinent to the operations of the Region. Ensures that proper procedures are followed by regional staff in accordance with Departmental policies and procedures. Determines specifications/parameters to be used in bid package, scope of work, request to advertise and other documentation necessary to contract for services. Prepares invitations to vendors for bidding, noting all rules and regulations in regard to contractor integrity provisions, contract compliance program, non-discrimination clause, and reciprocal limitations act. Receives bids and participates in bid openings to determine lowest bidder and best value bidder. Reviews bids for compliance and notifies lowest bidder to whom the award is made. Prepares Service Purchase Contracts and, if on approved Comptroller’s list, locally executes. If not on approved list, forwards to Central Office purchasing to be fully executed. Prepares Sole Source contracts. Ensures that the necessary documentation is prepared to support Sole Source procurement and also ensures that contract compliance information is included in all contracts processed in the Region. Serves as liaison between Comptroller’s Office and vendors when problems arise or there are unusual situations. ACCOUNTS PAYABLE Responsible for the payment of utilities, goods, and services invoices through the Commonwealth Advancement Account, purchasing card, or direct payment by the Comptroller’s Office. Assures that the rules, regulations and laws of the Commonwealth and the established accounting principles are applied. Is an authorized check printer through SAP. Ensures that proper coding of purchasing documents is done and inputs check information into SAP using the approved procedures, format and content. Is an authorized cardholder for the purchasing card program. Maintains required documents and reconciles monthly invoices. Utilizes US Bank software for the assignment of specific regional account codes to the individual monthly charges. MISCELLANEOUS DUTIES Develops and maintains databases to inventory regional camera assignments, safety eyewear, safety footwear, monthly office supply purchases and major equipment. Develop and continually update spreadsheets to track spend down of all 14 augmentations/funds used by six regional programs. Serve as backup for complaint coordinator, providing prompt professional accurate responses to citizens and staff regarding administration of all aspects of a Complaint Program (handling, tracking, and resolution) for the regional office. May assist in development, implementation and administration of all aspects of compliant tracking system for the regional office as well as answer or direct public inquiries. This will require knowledge of the Department's environmental programs, functions and environmental statutes/regulations; an understanding of complex environmental issues; how Department programs affect the public, local government and the regulated community; overlapping jurisdictions concerning environmental matters and local governmental jurisdiction over non-DEP public concerns. Will exercise considerable judgment in making decisions. Process incoming and outgoing mail and packages when in office. Backup to perform QA checks for documents uploaded in OnBase. Backup to perform routing of PUP submissions for all regional programs. As assigned, entry of permits for environmental programs. As required, prepare all UPS packages sent by programs (including package input and tracking using the UPS online system). Promotes and exemplifies the Department’s Mission, Vision, and Values in all aspects of work performance and professional conduct. Advances DEP’s strategic priorities through collaboration, commitment to data-driven decision-making, delivery of high-quality customer service, and active participation in modernization and continuous improvement initiatives. Inputs, maintains, and updates data in prescribed formats to meet data quality standards established through guidance, training, policy, and procedure across all DEP electronic data systems. Responsibilities include ensuring the accuracy, completeness, consistency, and integrity of all entries, as well as utilizing available system tools and validation processes to minimize duplicate records and data quality issues. Complies with all applicable laws, regulations, policies, procedures, guidance, and training requirements related to assigned duties and DEP electronic data systems. In conjunction with the supervisor, participates in knowledge management and knowledge transfer efforts by identifying key aspects of assigned duties and proactively sharing knowledge with other employees to support continuity of operations and organizational effectiveness. Develops, maintains, and annually updates a comprehensive desk manual documenting essential duties, standard operating procedures, workflows, system processes, key contacts, reference materials, and other critical operational information necessary to support continuity of operations and effective knowledge transfer. Employees are responsible for ensuring desk manuals remain accurate, current, and accessible in accordance with Department requirements. This position description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by their supervisor. |
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. Contacts vendors when problems arise and resolves any issues associated with purchases made. Appropriate SCRO approvals are required prior to making all purchases. Changes in operational standards and work policies are discussed in detail with the supervisor prior to implementation. |
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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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