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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00078922 |
Description Activated On: 7/18/2025 1:34:01 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 serves as the Procurement Specialist 3 within the Bureau of Staff Services and manages complex procurement acquisitions for Pennsylvania State Police (PSP). The position provides management, on-going analysis and support of the above Department-wide procurement related functions through policy, training and communication to all bureaus and field offices throughout PSP. Duties require interaction and coordination with the Department of General Services (DGS), the Office of Administration (OA), Office of Chief Counsel, Comptroller's Office, Integrated Enterprise Systems (IES), PSP fiscal and all Troops and stations within PSP. This position provides a full range of support, guidance and analytical services relating to all business areas of responsibility to Division Director, Bureau Director Command Staff at all employee levels. |
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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. Reports to the Division Director, Procurement and Supply, Bureau of Staff Services. Completes special projects as assigned and provides division work analysis as requested by the Division Director. Directly supervises two Procurement Specialist 2’s and two Purchasing Agents. Establishes section goals, and section performance standards. Performs the full range of supervisory duties and responsibilities. Plans, organizes, and delegates work assignments. Reviews ongoing and completed projects. Provides guidance. Develops, assesses, and analyzes division effectiveness and customer satisfaction. Analyzes workflow to ensure efficiency. Manages, develops, researches for, and implements division-related, agency-wide policies, procedures, and activities. PROCUREMENT Oversees and performs complex procurement activities including requests for quotes (RFQ), invitations for bid (IFB), invitations to qualify (ITQ), requests for proposals (RFPs), delegations, non-solicitation requests, emergency purchases, contracts assignments and waivers. Analyzes, determines, and verifies the most appropriate, legal method of procurement in accordance with Act 57 (Commonwealth Procurement Code). Reviews and assigns purchase requests. Manages staff to ensure that policies and procedures are followed, operational needs are met and that all purchases are legal. Advises and assists central office and field personnel in determining appropriate purchasing methods to achieve the best value and most effective purchasing method while maintaining open competition for all interested bidders. Analyzes field offices purchasing procedures and recommends strategies for improvement. Advises, introduces, and incorporates new procurement procedures and policies to both central office and field staff. Assists Director with SAP role mapping. Assists with receiving, analyzing and processing all new procurement related role maintenance requests and Finance Transformation System roles which result in delegation authority. Works with Director in troubleshooting any ongoing role mapping problems with the Commonwealth's Integrated Enterprise System (IES) and human resources, as needed. CONTRACTOR RESPONSIBILITY PROGRAM Conducts a full analysis of all CRP contract performance issues and makes the determination if performance issues warrant entry in the state-wide CRP system. Consults with Director on follow up with poor performing contractors and makes recommendations to terminate contracts if deficiencies cannot be resolved. Will require interaction and coordination with legal counsel in the event of possible contractor suspensions and debarments. TRAINING Works extensively with Director to plan, develop, create training materials, coordinate and conduct department-wide training courses including (but not limited to) IES SAP/Supplier Relationship Management (SRM)/Jaggaer for purchasers, requisitioners, and receivers; Finance Transformation System electronic invoicing; contract compliance, purchasing cards, and corporate travel cards, and bonding. Provides oversight for training conducted by staff to ensure completeness and accuracy. OTHER DUTIES Evaluates improvement recommendations for all areas of responsibility. Develops plans and processes and implements improvements. Maintains current understanding of Commonwealth Management Directives and policy changes that may impact all areas of responsibility. Relays necessary information to PS employees through training or published materials. Provides administrative support and technical guidance to all PSP employees, as needed. Compiles weekly purchasing requisition report for Director. Reviews and approves shopping carts created by procurement central office and field staff for various services and materials. Reviews and assists with complex procurement specification writing. Works with program offices and PSP Office of Chief council to ensure compliance with PSP program office requirements, Department of General Services contracts, systems, and policies, and PA Procurement Code. Manages and monitors PSP program office past due invoices. Analyzes and addresses issues and resolution causing invoice payment. Promote the tenets of the PSP– Service, Integrity, Respect, Trust, Courage and Duty. Inputs appropriate data in a prescribed format to meet data quality standards set forth by guidance, training, and policy across all of PSP’s electronic data systems; to include ensuring accuracy and completeness of entries, and where available, the use of system specific tools to ensure duplicative entries and data quality issues are minimized. 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 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. Employee works independently with minimum supervision. Normal supervisory activities are conducted and evaluations are done in accordance with Commonwealth and Department policy. |
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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: Complex procurement experience preferred. JAGGAER and SAP proficiency highly recommended. 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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