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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00100736 |
Description Activated On: 4/9/2026 4:36:45 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. As Section Chief for Materials and Inventory Management (MIM), manages Department highway maintenance and highway maintenance-related materials inventories with an average monthly value in excess of $80 million. Sets policies and procedures and provides guidance and support to Department managers and those involved in materials management processes. Staff is responsible for procurement related activities including Requests for Proposals (RFPs), Invitations to Qualify (ITQs) such as PennDOT’s Rented Equipment ITQ, Dead Deer Carcass Removal ITQ. Oversees the development, support, and evaluation of statewide training programs related to the Department’s statewide inventory management, procurement, and purchasing activities in collaboration with Bureau of Office Services staff, Commonwealth subject matter experts and customers. Manages the Department's surplus program and Capital Equipment Management Inventory System. Oversees the Procurement and Inventory Management Helpdesk that receives phone calls, emails and/or Remedy tickets from agency staff statewide regarding procurement, purchasing and inventory management inquiries. |
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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. Manages the operation of the Materials and Inventory Management (MIM) Section which includes this Management Analyst Manager and 8 additional positions consisting of one (1) Procurement Specialist 3, two (2) Procurement Specialist 2's, one (1) Management analyst 3, three (3) Management Analyst 2's and one (1) and Administrative Officer 1. Establishes section goals. Plans, organizes and delegates work assignments, reviews completed projects and provides guidance to staff. Develops and assesses the effectiveness of the section's business processes and customer satisfaction. Directs Department-wide efforts associated with managing highway and highway-related material inventories with average monthly value in excess of $80 million. Recommends policies, establishes procedures, provides training and help desk services and manages the Department's use of the enterprise SAP Materials Management system used for purchasing and inventory management. Provides executive management level reporting on status of statewide highway maintenance materials inventories. Oversees through subordinate analyst the planning, development, and implementation of the Statewide Maintenance Accreditation Performance Index (MAPI) for the Inventory Control Metric. Communicates information to Engineering Districts, County Maintenance Offices, Central Office Bureaus and suppliers regarding inventory management practices, procedures and updates. Manages Department’s inventory management training program for executive, senior and middle managers who oversee inventory processes operations, for employees whose job duties include inventory processes and for the supplier community. Works with various organizations advocating materials management to include the interrelationship between purchasing and inventory management and how both processes work together to ensure that stock is available when and where needed without carrying excess materials in stock. Liaison with Office of the Comptroller, Office of Chief Counsel, DGS (Department of General Services), IES (Integrated Enterprise Systems), and suppliers concerning inventory management policies, processes, methods and opportunities. Coordinates with DGS, IES and Comptroller Operations on issues involving Plant Maintenance and Materials Management. This would include SAP (R3 and SRM) functionality and master data policy and procedures as well as other matters. Advises and assists central office and field personnel in determining appropriate purchasing methods and processes to achieve the most cost-effective purchase for the Department while maintaining open competition for all interested bidders. In addition, consults with Department of General Services on Commonwealth statewide contracts. Serve as administrator for Requests for Proposals (RFP), Requests for Applications (RFA), Invitations to Qualify (ITQ), and Requests for Quotes (RFQ). Work involves 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 RFPs, RFAs, ITQs, and RFQs including preparing bid/proposal packages, handling of pre-bid/proposal conferences and bid openings, chairing selection committee meetings, reviewing bid/proposal results, conducting contract negotiation, processing contract for award and holding de-briefing conferences for unsuccessful proposers. Oversees the development, implementation, and evaluation of procurement related activities including Invitations to Qualify (ITQs) such as PennDOT’s Rented Equipment ITQ, Dead Deer Carcass Removal ITQ and Requests for Quotes (RFQs), as needed. Reviews and manages emergency purchases, and sole source procurements, requests for settlement, contract waiver requests. Each of these processes requires independent review, research, analysis, and decision making. Reviews and assigns procurements to staff. Manages subordinate staff through the procurement lifecycle to ensure policies and procedures are followed and operational needs are met including the advance development of continued procurements so as not to experience lapses in service. Supervises the Administration of the PennDOT's eProcurement System used by Engineering Districts and County Maintenance Offices for issuing and awarding Requests for Quotes for the Aggregate and Anti-skid ITQ and Rented Equipment ITQ including system maintenance and enhancements, user access, training and data analysis activities. Supervises staff monitoring vendor performance issues, moderates meetings between vendors and PennDOT personnel to resolve performance issues, creates cure letters where necessary and reviews vendor corrective action plans for accuracy and appropriateness. Supervises the use of the Commonwealth's Contractor Responsibility Program to assist program areas and recommends reporting of vendors for poor and non-performance. Follows up with poor performing vendors, informs vendors of deficiencies and terminates contract, if deficiencies cannot be resolved. Works with the Bureau of Workforce and Business Opportunity and the Department of General Services to increase contracting and procurement opportunities for Small Businesses, Veteran Business Enterprises, Disadvantaged Business Enterprises and Small Diverse Businesses. Contributes to the preparation of the Agency Small and Small Diverse Business (SB/SDB) Annual Strategic Plan and its implementation. Identifies and participates in outreach opportunities. Advises and assists PennDOT personnel in determining appropriate procurement methods and processes to meet their needs while maintaining open competition. Reviews best practices in other Commonwealth agencies, federal agencies, other states, and private sector organizations to recommend/incorporate new procurement policies and procedures. Through subordinate staff develops, and updates PennDOT procurement policy and procedural documents in the form of Directives, Publications, End User Procedures (EUP), and Job Aids. Prepares and presents information to vendor groups and associations interested in doing business with PennDOT. Evaluates improvement recommendations made by staff and customers in all areas of responsibility, develops plans and processes needed and implements all those which are beneficial. Keeps abreast of Commonwealth management directives and policy changes as they impact procurement to assess potential training gaps and needs. Through subordinate staff, reviews and approves PennDOT statewide procurement SAP role requests for Human Resources review and processing. Review includes appropriateness of position and that no Commonwealth role conflicts exist. Updates and maintains the procurement portion of the agency role maintenance matrix. Oversees the Department’s statewide training programs for the inventory management program, procurement and purchasing activities in collaboration with Bureau of Office Services staff and customers including the annual statewide training calendar, assessing need for number, frequency and mode of training sessions; developing training evaluations to identify areas of improvements in class design, delivery and content. Develops and revises training materials and training aids including but not limited to ad-hoc training and presentation needs in response to Bureau of Office Services staff and customer input. Participates in statewide procurement webinar meetings, as needed assist in the development of topics, agendas and presentations or deliver a procurement, purchasing and/or inventory management related training module. Seeks opportunities and participates in ongoing training and quality assurance team meetings reporting best practices, deficiencies, data, pending policy, compliance issues, upcoming training and plans for improvement as needed. Oversees the Procurement and Inventory Management Helpdesk that receives phone calls, emails and/or Remedy tickets from agency staff statewide regarding procurement, purchasing card, purchasing and inventory management inquiries. The staff will ensure 100% are acknowledged within 24 hours and 90% are completed within 48 hours unless the customer requests earlier resolution date; develops reports and analyzes data from the Remedy software to identify training needs to improve inventory management, purchasing and procurement practices and to reduce agency risk. Works with Bureau of Fiscal Management to develop and approve end-of-FY closing activities for procurement, purchasing and inventory. Provides professional, thorough, timely and courteous customer service while representing the best interests of the Department. Acts as a role model by supporting co-workers through encouragement, communication, enthusiasm, and teamwork. Oversees Surplus activities on a agency wide basis. Responsible for an annual physical inventory of non-IT, non-highway equipment. SAFETY: 1. Assess your environment and be responsible for your safety, the safety of co-workers, and the public. 2. Attend required safety training and adhere to the requirements of all safety manuals, policies, and laws. 3. Immediately report to your supervisor any incident, unsafe practice, or near miss. 4. When in an enclosed environment (office buildings, confined spaces, flagger stations, equipment pinch points, etc.), know your evacuation process and escape route, your communication protocols, and appropriately react in the event of an incident. 5. Promote a CULTURE that emphasizes SAFETY as a core value: - Immediately stop any unsafe actions. - Incorporate safety into all discussions, deliberations, and decisions. - Continuously communicate the safety direction. - Inspire employees to be a MODEL for safety. - Recognize safety daily. - Acknowledge EXTRAORDINARY achievements. - Learn and improve through After-Action Reviews (AARs). - Enforce accountability. - Encourage and support safety initiatives and programs by participating and involving your staff. CAREER DEVELOPMENT: Actively engage in succession planning by assessing potential vacancies; identifying current and future critical needs and competencies; and assessing the interest, availability, and readiness of current staff and candidate pools. Work with employees to complete and maintain a Career Development Plan. Engage employees and recognize employees and their accomplishments. Establish a mechanism to identify, capture, and share explicit and tacit program/technical knowledge among staff. Travel to Districts and Counties to conduct training or Inventory Quality Assurance Reviews or to attend meetings. |
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. This position develops and recommends inventory management policy to senior management. It communicates and interprets materials management policy to Engineering Districts, County Maintenance Offices, Central Office Bureaus and suppliers. It manages Procurement and Inventory Management Helpdesk desk functions serving the Engineering Districts, Bureaus and Supplier Community. The position advises and assists central office and field personnel in determining appropriate inventory methods and processes to support operations with minimal inventory levels. Oversees the Department’s Plant Maintenance and Materials Management training program for executive, senior and middle managers who oversee inventory operations and for employees involved in inventory management. Oversees the District Procurement Unit and the Inventory Management Unit in the Materials and Services Management Division of the Bureau of Office Services. |
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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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