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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00091845 |
Description Activated On: 8/29/2025 1:27:11 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. Serves as the supervisor for the Procurement Section and is responsible for the planning, oversight, and management of procurement functions for the Department; including the procurement of services, supplies and equipment, the Contractor Responsibility program, and the administration of the Purchasing Card program. |
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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; analyzing procurement requests; document review for adherence to state-wide and department-wide rules, policies and procedures; researching sourcing strategies; and preparation of 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. Analyzing/reviewing 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. Advises and assists central office and program personnel in determining appropriate purchasing methods and processes to achieve the best purchase value for the Department while maintaining fair and non-discriminative contracting processes for all interested bidders. Supervise Purchasing Agents who are responsible for the day-to-day purchasing for the Department of Revenue, field offices, and the PA Lottery. Reviews purchase requests from offices to ensure all purchases are made in accordance with current Commonwealth law, Management Directives, IT Bulletins, Administrative Circulars, Executive Orders and Department policy. Reviews sole source procurements and makes recommendations to the Division Chief concerning the approval/disapproval of these requests. Seeks Department of General Services' approval for any Department emergency purchase requests. Ensures agency's compliance with Commonwealth's Procurement procedures by overseeing or being directly involved in the entire Procurement and contracting activities of the Department. Provides guidance to agency staff concerning methods of procurement. Assists in developing bid specifications and Request for Proposals that, due to the nature of the Department, are often very technical and complex. Assists programs with the administration and management of contracts and Purchase Orders. Plans and supervises the large scale purchases of a wide variety of both specialized and standard supplies and equipment. As the Departments' expert of DGS statewide supply/equipment contracts, advises Departmental offices regarding supply and equipment purchases in accordance with these contracts. Reviews and assists with complex procurement specification writing. Works with program offices and DOR Office of Chief council to ensure compliance with DOR program office requirements, Department of General Services contracts, systems, and policies, and PA Procurement Code. Reviews and approves monthly P-Card statements for the Section, reviews all other P-Card holders statements twice a year to ensure compliance to Commonwealth and Department policies are being followed and proper reviews by supervisor are being adhered to and uploaded to specified SharePoint location. Updates DOR Purchasing Card Manual, forms, transaction logs, as needed to keep up with Commonwealth requirement changes. Responsible for implementing and coordinating procurement policy, SAP/SRM, and Purchasing Card training to Department staff. Serves as the Department's representative on Commonwealth-wide purchasing related committees as well as at procurement functions. Responsible for providing analysis and review of statistical information related to Departmental purchasing and makes recommendations that will improve the Department's procurement processes and/or will result in cost savings to the Department. Lead role in implementing and monitoring quality assurance standards for the Department's procurement related activities. Reviews existing methods, recommends new methods or sets new standards for business process improvement on an on-going basis. Ensures timely submission, review and approval of documents that are necessary to ensure timely payments for services received or goods purchased. Works closely with the Department's procurement partners, such as vendors and other Commonwealth agencies (DGS, OAG, OGC, Comptroller's Office, etc.) to ensure appropriate flow of document approvals. Administers the DOR/Commonwealth Contractor Responsibility Program (CRP) and serves as the "Designated Senior Manager" in accordance with Management Directive 215.9. 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. Follows up with poor performing contractors and terminates contracts if deficiencies cannot be resolved. Coordinates and works extensively with legal counsel in the event of possible contractor suspensions and debarments. Develops department-wide policy and procedural guidance documents related to all business areas of responsibility. 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 DOR employees. Handles inquiries from bureaus and a multitude of vendors with questions and problems concerning purchase and deliveries and advises on proper procedures to follow. Requests contract and purchase order renewal documents from Bureau's, and reviews work plan, budget and other documents for accuracy and completeness. Works with Department's Legal, Budget, Bureau Directors, and Executive staff to address and resolve issues regarding Procurements and Contracts. Recommends or performs value adjustments or changes to Purchase Orders. Attends monthly/quarterly/bi-annual meetings with Bureau Directors and fiscal staff to ensure continued participation of Bureau in overall Procurement activities. Updates Bureaus on procurement policy changes. Provides Section activity reports to the Division Chief on a weekly basis. Prepares or assists Bureaus to prepare sole source justifications, emergency purchase requests, notice of forthcoming procurements, and request to advertise documents. Prepares proposal for bids, RFQ's, and RFP's for the Bureaus or provides assistance to Bureaus to prepare these documents. Serves as advisor to RFP committees. Recommends procedure for competitive bidding. Schedules and conducts bid openings, evaluates bids, and makes recommendations for bid awards. Reviews all paperwork prior to bid opening, witnesses bid opening and reviews submissions by vendors to ensure all necessary documentation is included and completed properly. Signs off on bid summary sheet. Approves finalized bid and ensures tax compliance before forwarding to bureau to create purchase order. Inspects envelopes and forms upon receipt for compliance with specifications and acceptance approval. Reviews supplies/services available through minority vendors. Performs vendor number replications in SRM to ensure that new vendor numbers can be used for purchase orders. Reviews procurement records to ensure that proper filing and retention periods are adhered to. Performs other related functions and responsibilities as necessary to accomplish the objectives of the Budget Office. . Demonstrate 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 unit's work priorities, sets performance standards and goals, evaluates work performance, resolves employee complaints, decides if disciplinary action is necessary, interviews and recommends candidates for vacancies, approves/disapproves leave requests, and determines training needs of subordinates. As last line approver, determines all purchases are correct and use the accurate method of purchasing that complies with all codes. Review bids to determine best value and verifies compliance with taxes and awards bid. Makes recommendations for changes to Procurement/inventory policies and procedures. Makes recommendations 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. 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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