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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00101310 |
Description Activated On: 7/7/2026 10:14:03 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. This position performs duties related to the development and management of procurements up to $100,000, assists in the management of budget funds, and oversees contract compliance. |
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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. Independently creates and processes procurement documents up to $100,000. Communicates with program managers and other department personnel in order to gather information regarding purchasing needs, to coordinate requests for procurement services, and to execute purchases after the approval process has been completed. Follow up with internal customers to ensure executed purchases have been received. Assists in the management of budget, independence in creating fund commitments; preparation of reports in relation to the funds commitments and providing recommendations on the use of those commitments; reviewing, approving/disapproving, reconciling, or recommending adjustments to financial commitments. Reviews all purchasing requests to ensure that they are completed in accordance with Commonwealth Procurement Policies, and to ensure that they contain sufficient documentation to justify purchases. Monitors all purchases through completion and provides status reports to appropriate department staff. Proficient in the basic roles in the utilization of SAP and SRM required to create shopping carts, goods receipts, liquidate commitments, renew PO’s/contracts and other basic transactions required to complete the procurements. Reviews SAP commitments and communicates with program areas on posted commitments enabling this position to liquidate invalid or out of date commitments in a timely manner. Routinely runs SAP budget reports to identify commitments. Serves as administrator for Notice of Forthcoming Procurement (NFP), and Requests for Quotes (RFQ). Work involves preparation of technical and administrative portions of the procurement documents by advising and assisting Department personnel in the development of technical specifications and contract language for NFPs and RFQs. Coordinates action on contracts for renewals, cost increases, terminations, etc. Research historical documents related to existing contracts and determine proper procedures for future actions. Perform other related activities including but not limited to, Requests for Settlement Agreements, Funding Adjustments, and Funds Commitments. This includes understanding and use of the Contractor Responsibility Program. Each of these processes requires individual review, analysis, and decision making to achieve successful results. Initiates Contract Compliance documentation pertaining to Management Directive 215.16 as well as contractor performance issues and checks in accordance with the Contractor Responsibility Program pertaining to Management Directive 215.9. Utilizes various computer systems to perform procurement work including SAP, SRM, and Microsoft suite software. Maintains all information pertaining to the procurement of services and equipment. This is inclusive of an electronic and hardcopy filing system established to provide quick and reliable access to historical documents. Uses and maintains a purchasing card, in accordance with Commonwealth Policies and Directives. Reviews and manages prior year encumbrances in accordance with Management Directive 310.03, Encumbering and Lapsing of Appropriations. Assists the AO2 with high dollar procurements, helping to develop sourcing strategies, request for proposals, and best value scoring criteria, as needed. Serves as the agency travel coordinator. Coordinates 3rd party reimbursements including tracking travel designated 3rd party reimbursable through COSTA, assisting program areas to obtain 3rd party reimbursements from external parties, facilitates internal and external reimbursement issues to resolution, and reconciles that reimbursements are received and accurately coded. Facilitates training event needs such as room reservations through the agency lodging card, catering, meeting room reservations and other event related needs. Performs other 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. Duties assigned and prioritized by supervisor. Duties performed independently with minimal supervision and in accordance with policies and procedures. Direction is provided by the supervisor for new or unusual procurements. Work is reviewed for overall effectiveness through periodic inspections, reports, and meetings. |
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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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