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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00074663 |
Description Activated On: 2/25/2026 8:55:25 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 1 acting in support of District 6-0 and County needs, performs detailed purchasing work involving the review of requisitions, the preparation of bid documents, the review and award of bids, the preparation of contracts and purchase orders. All work is done following the purchasing policies and procedures of the Department, and the purchasing policies, procedures, and laws of the Commonwealth of Pennsylvania. Work includes communication with requisitioners, receivers, vendors, district office fiscal and purchasing staff, Comptroller's Office, and the Office of Chief Counsel. Delivers high-quality, courteous customer service, encourages cooperation, suggests improved methods, and promotes a safe working environment. |
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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. Responsible for purchasing materials and services for the organization. Uses P-Card and SAP (R/3 or SRM) to purchase goods and services. Review requisitions and shopping carts. Creates purchase orders against statewide contract. Creates emergency purchase orders, when needed. Processes requests for sole source purchases, when appropriate. Reviews specifications for bidding. Prepares bid documents. Follows appropriate Commonwealth and Department policies and procedures for preparing bid packages and bidding. Responds to vendor questions regarding bid documents, making sure to maintain a level playing field. Monitors receipt of bids and bid openings. Prepares summary of bids. Checks Contractor Responsibility Program to ensure that successful bidder is not delinquent in Commonwealth obligations or has performance issues that would hinder their performance of the work. Prepares contract or purchase order, as appropriate. Ensure that each document receives all approvals prior to supplies being ordered or services received. Enters PO and Contract data into Maintenance Services Database. Monitors contract or purchase order to ensure that adequate funding, time and quantities are available. Uses SAP and AO Reports to monitor procurements. Supports Invoice Reconciler to ensure that vendor receives prompt payment. Works with receivers, project managers, and management on vendor performance issues. Monitors ongoing contracts and purchase orders to ensure that there are no lapses in service. Allow for adequate time to perform subsequent bids. Performs close out tasks (liquidations) on purchase orders. Purchasing Agent 1 is a Purchasing Cardholder for the Department and has the responsibility for ensuring that purchases made with the Purchasing Card are in compliance with the Department's Purchasing Card rules and regulations as outlined in the current version of the Purchasing Card Manual (Pub. 363), and the Commonwealth's procurement code. Works in SAP, MS Word, and MS Outlook on a daily basis. Works in MS Excel preparing spread sheets, and MS Powerpoint preparing presentations, where necessary. Take an active role in succession planning by completing a Career Development Plan in collaboration with the supervisor. In conjunction with the supervisor, participate in knowledge management/transfer by identifying key aspects of the job and sharing explicit and tacit program/technical knowledge with other employees. SAFETY 1. Assess your environment and be responsible for your safety, the safety of co-workers, and the public. 2. Attend required safety training and adhere to the requirements of all safety manuals, policies, and laws. 3. Immediately report to your supervisor any incident, unsafe practice, or near miss. 4. When in an enclosed environment (office buildings, confined spaces, flagger stations, equipment pinch points, etc.), know your evacuation process and escape route, your communication protocols, and appropriately react in the event of an incident. 5. Evaluate contractor operations: „« Immediately stop unsafe actions „« Engage in ongoing safety dialogue with the contractorˇ¦s leadership 6. Promote a CULTURE that emphasizes SAFETY as a core value: „« Immediately stop any unsafe actions. „« Incorporate safety into all discussions, deliberations, and decisions. „« Continuously communicate the safety direction. „« Inspire employees to be a MODEL for safety. „« Encourage and support safety initiatives and programs by participating and involving staff. „« Recognize safety daily. „« Acknowledge EXTRAORDINARY achievements. „« Learn and improve through After-Action Reviews (AARs). „« Enforce accountability. Succession Planning: Take an active role in succession planning by completing a Career Development Plan in collaboration with the supervisor. In conjunction with the supervisor, participate in knowledge management/transfer by identifying key aspects of the job and sharing explicit and tacit program/technical knowledge with other employees. Fair Labor Standards Act (FLSA): Unless directed otherwise by your supervisor or manager, comply with stated work hours for the 7.5/8.0 hour day. |
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. Purchasing Agent 1 reviews requirements to insure need is well defined, determines which procurement process and procedure is appropriate for any given need, insures receipt of the appropriate approvals prior to initiating any procurement, and seeks supervisor's direction if unsure of the appropriate process, procedures, and/or required approvals. |
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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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