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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00103767 |
Description Activated On: 12/15/2025 8:56:55 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 is responsible for reviewing and processing purchase requisitions for supplies and services for the Department of Revenue. |
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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. Reviews and verifies purchasing requisitions for contract and non-contract supplies/services following guidance provided by the Procurement Handbook. Reviews DGS website to ensure most up to date contracts and price guides for purchasing requisitions. Contact vendor to verify current pricing and obtain quotes for items as needed. Prepares purchasing documents in SAP/SRM in compliance with Commonwealth purchasing rules and regulations, e.g. proper account codes, proper specifications, quotes, and necessary attachments. As well as prepares contract & non-contract Mastercard orders,encumbered, and ITQ purchase orders, including supply bids and inventory stock transfers for needed supplies and forms. Handles complaints and adjustments from vendor or requesting bureau on any supplies/services. Reviews purchase requirements with bureaus and makes recommendations based on the needs of the bureau. Generates various Business Warehouse Reports to ensure uninterrupted operational needs and services by the Department. Provides supply designees with information regarding proper purchasing and processing methods to use in securing supplies/services for Bureau operation. Contacts vendors to expedite delivery of critical items. Reviews supplies/services available through minority vendors. Process service contacts and supply purchases for the Department. Process contract and non-contract orders under $10,000 and makes payment with Mastercard whenever possible. Maintains record of Mastercard orders and updates Mastercard Purchase Transaction Log. Reconciles monthly Mastercard statement by comparing statement totals to receipts. Notifies bureaus when purchasing orders have been completed. Verifies accuracy of purchase requests and works with Graphic Arts on Forms/Envelopes/Tax Booklets. Completes order in system. Completes request for “Core” items with e-mail approval via Staples. Reconciles charges in Access Online Pay Mastercard System Processes Sole Source/Emergency Purchase Orders/Notice of Forthcoming Procurements/Request to Advertise as assigned. Reviews need request and gathers all necessary data to enter Request to Advertise, prepares paper bid including documentation and sends to prospective bidders. Prepares bid summary sheet for bid opening and collects bid packets upon submission to Revenue and attends/witnesses bid opening. Perform mathematical calculations to verify totals on requests and purchase orders. Verifies that vendors are in compliance with all state taxes prior to doing business. Serves as advisor for RFP Committee. Demonstrates a commitment to the service-oriented culture of the Department. Applies Lean thinking in day-to-day tasks. Is 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 the appropriate procurement method for processing purchasing requests in accordance with current Commonwealth guidelines. Recommends substitutions to bureaus when requested items are unavailable. |
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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: Three years of experience in purchasing work involving contact with vendors in the procurement of a variety of supplies, materials, equipment, or services; or • Three years of experience in requisitioning, receiving, storing, distributing, and maintaining inventory of goods; or • An equivalent combination of experience and training. Post-high school education may be substituted on a year-for-year basis for purchasing or stores experience to a maximum of two years. 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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