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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00090973 |
Description Activated On: 3/3/2026 10:46:50 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. The employee in this position is responsible for performing independent technical and administrative work relative for review, research and preparation for procurement of supplies, materials, commodities and services as necessary for the continued operation of a State operated Restoration Center. The purchasing department is responsible for ordering Perishable and Non-Perishable Food Supplies; non-contract and DGS contract commodities,leases, equipment repairs, and small service bids and create purchase orders in SAP. Purchasing agents are cross-trained in all areas of procurement. A Purchasing Card is issued to these individuals and they must adhere to all Purchasing Card requirements and sign as being responsible for these payments according to issuance regulations for P-cards. This position requires the use of independent judgment and decision making to complete the purchases. This position is vital to the function of the institution. This position is responsible for the purchasing of services and commodities that are essential to the welfare of the residents and for the upkeep of the facility. |
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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. Planned working time percentages are approximate and can change on a daily basis due to operational needs. 75% •Administrative and technical preparation of procurement documents to include service contracts, price quotations, bids from prospective vendors, funding adjustments or Advice of Changes for procurement documents and pre-established reports using a typewriter and or a personal computer. Adhering to the detailed procurement guidelines is an important function of the job as set forth by the Department of General Services and the Department of Human Services. The employee uses Administrative Circulators, DHS Procurement Manual, DGS rules and policies and DHS/SMRC’s policies for work completion. Computer literacy and ability to use Windows applications such as, Word, Access, Excel, Outlook, and other software programs utilized by SMRC. Independently completes the purchasing process for agency purchase requests and purchase orders received from various in-house departments. Ensures APR and purchase order information and specifications are complete. Follows appropriate purchasing criteria such as using DGS Contracts, LBLA, request for quotation, etc. Generates the purchase orders for all types of Contracted Services. •Contacts vendors to secure price quotations and establish orders with selected vendors for non-DGS contract items within pre-established procurement procedures. Contacts vendors with regard to status of orders, merchandise ordering and tracking of missing shipments, deliveries. Contacts vendors in regard to any order of Pcard discrepancies. Assist facility departments in obtaining information for ordering items. Assist contract monitor with vendor contracts regarding issues with an open purchase order. Discusses purchase requirements with supervisor and departments and advises on items best suited to needs or suggest substitutions for requested items. •Responsible for verifying various procurement documents and attaching bids and bid tabs when necessary to the proper copies of the procurement documents for distribution to the Comptroller’s Office and Treasury Dept. and Internal facility offices. Also, must properly mark documents as being purchased by Commonwealth credit card, encumbered or unencumbered. Responsible for forwarding the proper copies of the various types of purchase orders to ordering customer, receiving and accounting dept. Responsible for entering accurate data into the SAP system, SMRC tracking system, and other department documents. Encumbrance orders and State contract orders must be entered into the SAP system in accordance with DGS and DHS purchasing manuals. •Maintains and ensures all completed purchases documents are documented with a copy of Agency Purchase Request and other supporting documentation such as quotes, bid tabs, warranties, etc. for filing in the vendor file. •Assists staff with knowledge of State Contracts prepared by the Bureau of Procurement, Department of General Services, by keeping current with required changes to facilitate up-to-date information when preparing purchase orders to obtain commodities and services obligated by State Contract. 20% •Prepares invitation for bid proposals for the quotation of local bid/local award, and follows pre-established purchasing procedure. This includes the following: the identification of vendors for bid, the preparation and assembly of the bid package to include the bid tabulation sheets, statement of work, and other related documents; and correspondence with vendors regarding bids. Reviews and awards each bid and prepares the best value determination form and issues purchase orders and sends notice of the award to the vendor. •Prepares facility MBE/WBE reports for DHS procurement review and reporting to DGS. 5% •Maintains mailing lists of vendors interested in submitting bids. Checks list periodically to eliminate inactive bidders and researches new vendors for bids. •Assists with other bid openings as directed by the supervisor. •Performs other duties within classification specification as assigned by the 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. Employees makes decision on the price, vendor and priority of the work assigned. Difficult issues are discussed with the supervisor. Provides technical decisions to support facility departmental staff. |
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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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