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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00079986 |
Description Activated On: 8/13/2026 10:52:25 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. Performs procurement and administrative functions for the Department of Revenue (DOR) by assisting in the development, coordination, and completion of routine and complex procurement activities. Contributes to effective purchasing and contract processes by preparing procurement documents, conducting compliance checks, maintaining procurement records, performing research, and serving as a lead worker to support Purchasing Agents and program staff. |
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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. Develops and coordinates complex procurement activities to include: Requests for Proposals (RFP), Invitation for Bids (IFB), Sole Source (SS) Contracts and Purchase Orders (PO), Requests for Quotes (RFQ) from Invitation to Qualify (ITQ) contracts, delegations, non-solicitation requests, emergency purchases (EP) and any other purchase documents/contracts within the Department; analyzes procurement requests; reviews documents for adherence to state-wide and department-wide rules, policies and procedures; researches sourcing strategies; and prepares technical and administrative portions of the procurement document by advising and assisting Department personnel in the development of technical specifications and contract language for IFB, RFPs, ITQs, RFQs, Sole Source, emergency purchases, etc. Ensures agency's compliance with Commonwealth's Procurement procedures. Analyzes/reviews procurement requests from DOR programs and PA Lottery to ensure all purchases are made in accordance with current Commonwealth law, Management Directives, IT Bulletins, Administrative Circulars, Executive Orders and Department policy; and operational needs are met. Conducts initial compliance reviews of procurement documentation to ensure alignment with statutes, directives, and Department policy. Verifies procurement methods are correctly applied (ITQ, RFQ, sole source, emergency purchasing). Reviews vendor submissions, tax verification, and required forms for completeness prior to bid evaluation. Communicate updates to program offices regarding procurement policy changes and procedural requirements. Communicates with vendors to resolve submission issues, document corrections, timeline inquiries, and delivery concerns. Assists in preparing and processing contract renewal documentation, including cost updates and supporting materials. Assists with System and Organizational Controls (SOC) reporting by reviewing required documents, monitoring compliance tasks, and maintaining accurate records to support audit readiness. Performs vendor number validations and replications in SRM. Provides technical guidance to Purchasing Agents and program staff on basic procurement processes, templates, and documentation standards. Reviews routine procurement documents prepared by others to ensure clarity, accuracy, and compliance, offering corrective direction as needed. Assists in onboarding and training new staff by demonstrating standard procurement procedures and documentation practices. Maintains records and files in accordance with retention schedules and audit requirements. Updates tracking logs, procurement status reports, and system entries in SAP/SRM, JAGGAER, and eMarketplace. Supports data gathering for cost analysis, performance monitoring, and process improvement initiatives. Participate in procurement meetings and provide assignment status updates. Promotes service-oriented culture, apply Lean principles, and maintain internal control awareness. Demonstrates a commitment to the service-oriented culture of the Department. Apply Lean thinking in day-to-day tasks. Be mindful of internal controls and risk management when changes are made to a process. Promotes diversity, equity, and inclusion in the workplace. Performs other related duties as required. |
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. Determines proper procurement method to follow in processing purchasing requests based on current Commonwealth guidelines. Makes recommendations to bureaus for substitutions when requested items are not available. |
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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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