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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00086483 |
Description Activated On: 7/24/2026 2:07:47 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 provides support to the purchasing office and its storeroom functions at the Southeastern Veterans Center. |
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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. Type purchase request documents, letters, memorandums, and various forms as directed. Maintain a purchase and receipt system, copies, and records pending and receipted orders, including dates and any other pertinent information. Assist facility requisitioners with entering shopping carts. Monitor and track shopping carts during the approval process and contact approvers who have not approved carts in a timely manner. Contacts the accounting office to obtain the status of blocked and rejected invoices. Field related communications from facility offices and the Division of Procurement & Contracting. Request adjustments and liquidations to purchase orders. Provides purchase order adjustments and liquidations to the accounting office for processing. Provide the facility accounting department with copies of all documentation for P-Card purchases. Track the status of open commitments and provide a weekly status report to the supervisor. Maintain a spreadsheet for service agreements. Notify the supervisor of any contracts that are approaching an expiration date/required renewal. Notify departments at least 2 months in advance when service contracts are set to expire. Obtain all required paperwork for contracts from vendors, to include credentials, licensing information, background check verifications, contractor employee medical screening verifications, etc. Input data and maintain a tracking system for purchase requirements and correspondence. Establish and maintain an updated filing system. Monitor shopping carts in SAP via the purchase order display and invoice tracking or via the P-Card Register for Vendor Invoices. Contact vendors for invoice receipts when in receipt of goods receipts to ensure that payment is made. Obtain missing goods/supplies information from requesting offices. Search for and provide relevant options and provide the selected product’s information to the AO1 for review or purchase. Process goods receipts for credit card orders. Coordinate vendor site visits with the Division of Procurement and Contracting for equipment and product demonstrations. Research and contact vendors for pricing information regarding various goods and services. Assist with periodic inventory counts and reconciliations. Establish, maintain, and update the office’s files on a continuing basis. Operate various office equipment such as typewriter, personal computer, FAX, copier, postage meter, etc. Order and maintain office supplies and various documents. Maintain a variety of manuals, directives, regulations and other publications as assigned by removing, adding, or changing pages to keep reference material current. Support the facility QAPI efforts by attending all assigned QAPI training and following established policies and procedures in support of QAPI. Participate in PIP teams as assigned. Share ideas for improvement in the organization; support QAPI efforts both verbally and non-verbally, including adjusting performance and practice in accordance with QAPI initiatives and findings. Perform work in accordance with the DMVA general safety rules and safety rules for this position. Immediately report all workplace injuries or incidents to the supervisor; and/or immediately correct any safety hazards in the work area or reports same to the supervisor. Perform 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. Determine work priorities and methods within established guidelines. Refers non-routine issues to the supervisor. |
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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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