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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00102940 |
Description Activated On: 1/13/2025 1:40:40 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. Technical work in the procurement of supplies, materials, equipment, or services, as required for the Pennsylvania Game Commission. Work includes the review and preparation of purchase requisitions, the preparation of bid proposals (Request for Quotes), the review and award of bids, preparation of purchase orders (through the SRM and SAP environment); and other duties as relates to agency procurement functions. Reviews and checks all mastercard purchases. |
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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. Technical work in the procurement of supplies, materials, equipment, or services, as required for the Pennsylvania Game Commission. Work includes the review and preparation of purchase requisitions, the preparation of bid proposals (Invitations for Bid), the review and award of bids, preparation of purchase orders (through the SRM and SAP environment); and other duties as relates to agency procurement functions. Work includes contact with vendors, bureau directors and Harrisburg staff, regional directors and regional staff, DGS buyers and staff, Comptroller personnel, and various other officials within state government concerning purchasing related issues. Review and assist in the final approval of procurement documents processed by bureau/regional personnel through the SRM and SAP environment. Review agency purchasing requests for compliance to established purchasing procedures and guidelines. Review specifications used as a basis for bids on all commodities of an assigned category. Discuss purchase requirements with users and advise on items best suited to individual needs or suggest substitutions for requested items. Review and assist agency personnel in determining Small Disadvantage/Disabled vendors and vendor status within the Contractor Responsibility Program. Assist with the invoice reconciler process in the SRM environment. Provide ongoing training and assistance to bureau/regional personnel on contracting and procurement issues. Review and assist in the maintenance of the Master Card Purchasing Card Program. Duties include consolidation of monthly statements gathered through Acess Online - US Bank and preparation of monthly requests and the collection and dissemination of requested information to Comptroller Operations and Treasury, etc. Also responsible for checking all coding and justification entered in Access Online - US Bank System and for insuring adherence to MasterCard deadlines set by the Bureau of Financial Management. Input invoices for non-contract purchases (up to $10,000.00) in the SRM System and Print checks (up to $1,500.00) through SAP - Advanced Account for payment. Duties include verification of invoice expenditures for fiscal responsiveness and adherence to established procedures and policies, check data input, and account data verification. The regional offices report directly to the Division of Contracts and Procurement concerning invoices they have entered for payment through the Advanced Account. Print all checks for Regions and Harrisburg from the Advanced Account. Duties included in this position will be to provide agency support, guidance, and to conduct pre-audits of these transactions. Must be able to search DGS contracts for proper Procurement Procedures. Performs related work as required. Daily verifcation of on-line banking service used for purchases of products through Game Commission website. Verify information for multiple purchases and errors in ordering. Refund or correct purchases as needed. Verify monthly bank statement from US Bank for this account. Checks the Contractor Responsibility Program and assist vendors and PGC personnel of any issues. Essential Functions: Communicate effectively orally and in writing. Utilize computer and office equipment. Maintain effective working relationships. Organize and proofread work. Maintain organized filing system. Read, interpret, and follow Commonwealth purchasing procedures and regulations; including methods of bidding, preparation, and application of specifications, contacts with vendors, and award of contracts. Maintain effective working relationships with PGC Staff and associates, DGS buyers and staff, Comptroller personnel, vendors and the general public. Discusses purchase requirements with users and advises on items best suited to individual needs. |
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. The Purchasing Agents process routine requisitions and check Mastercard purchases for compliance to purchasing rules and regulations. Problem purchases, purchases of contract items from a non-contract vendor and requisitions containing erroneous information are normally forwarded to either the Purchasing Agent 2 or the Bureau Chief for resolution and/or processing |
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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: Certificate of Procurement Policy and Process Licenses, registrations, or certifications: 1. OTHER 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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