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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00136055 |
Description Activated On: 7/9/2025 12:37:11 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. Develops statewide quality assurance assessments to assist organizations in improving their purchasing, procurement, purchasing card and inventory management programs and to reduce risk to the agency. Conducts statewide quality assurance assessments for purchasing and procurement activities. Supports the PennDOT Inventory Management and Purchasing Cards program areas in conducting their quality assurance review program area efforts. Conducts on-site quality assurance activities at PennDOT locations statewide and virtually. Develops, supports, participates, delivers and evaluates statewide training programs related to the Department’s statewide inventory management, procurement, purchasing and purchasing card program area activities in collaboration with Bureau of Office Services Section supervisors, Commonwealth subject matter experts and customers. Delivers on-site training at PennDOT locations statewide and delivers virtual training sessions. Receives phone calls, emails and/or Remedy tickets from agency staff statewide regarding procurement, purchasing and inventory management inquiries. Will use knowledge and skill of purchasing and procurement to resolve the majority of inquiries and, as necessary, consult with PennDOT Bureau of Office Services experts to resolve remaining 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. QUALITY ASSURANCE: Develops statewide quality assurance assessments to assist organizations in improving their purchasing, procurement, purchasing card and inventory management programs and to reduce risk to the agency. Reviews, develops and provides consistency in PennDOT Inventory Management Quality Assurance Review Program (PIMQAR) in conjunction with the Inventory Management Unit including collaboration as needed and training of staff in developing measures, data collection instrument development, data analysis, best practice in communication of findings and report writing. Develops statewide quality assurance measures and measurement tools to use in a process of randomly selected purchases and complex procurements for services and materials, evaluating adherence to policy, and regulation and conducts statewide quality assurance assessments. Designs training to correlate with quality assurance outcomes to promote best practices and track progress in meeting goals. Receives and reviews contract documents for the Bureau and upon request from other organizations, submit documents to the Open Records Section for redaction and posts to eMarketplace and Treasury as required by law, performing follow-up to ensure compliance. Reviews, analyzes, and collaborates with Bureau of Office Services Division Chiefs and Section supervisors and customers to improve, develop, publish and maintain PennDOT End User Procedures (EUPs), Job Aids, Publications and Directives for statewide inventory management, purchasing and procurement practices. Conducts on-site quality assurance activities at PennDOT locations statewide and virtually. Use statistical, and/or mathematical methods to analyze statewide data for strengths and weaknesses of inventory management, purchasing card, procurement and purchasing practices to share best practices, reduce deficiencies and improve PennDOT procurement, purchasing, purchasing card and inventory management statewide. Evaluate customer recommendations in all areas of responsibility, develop and implement those that are determined to be beneficial. Anticipate, analyze and develop solutions to emerging issues with a detailed plan to communicate recommendations to supervisor. TRAINING Develop, supports, participates and evaluates statewide training programs related to the Department’s statewide inventory management, purchasing card, procurement and purchasing activities in collaboration with Bureau of Office Services Division Chiefs and Section supervisors and customers. Collaborate with Department of General Services and PennDOT Training Manager as necessary. Delivers on-site training at PennDOT locations statewide and delivers virtual training sessions. Develop the annual statewide training calendar, assessing need for number, frequency and mode of training sessions. Hyperlinks training materials to each class and facilitates delivery of printed material for classroom courses. Collaborates with Bureau of Office Services Section supervisors to identify trainers and approve schedule. Maintains list of approved trainers and ensure new Bureau staff receive instructor training. Develops and schedules ad-hoc training sessions as requested from Bureau of Office Services Division Chiefs, Section supervisors and customers. Ensure that correct course information is in Learning Solutions (LMS). Analyzes course roster to ensure that all attendees have met the required pre-requisites and are properly role mapped before attending each class. Provides announcements and rosters to trainers, confirms participant attendance and credits participants in LMS. In collaboration with each trainer, develops training evaluation for disbursement to employees who registered and attended class. Analyzes evaluation results to discuss with trainer for potential improvements in class design, delivery and content. Develop and revise statewide inventory management, procurement and purchasing and purchasing card training materials and training aids including but not limited to ad-hoc training and presentation needs in response to Bureau of Office Services Division Chiefs and Section supervisors. Participate 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. Work with Office of Chief Counsel, the Department of General Services, Office of the Budget and other Commonwealth partners to develop, revise and manage agency statewide inventory management, purchasing and procurement and purchasing card training. ISSUE RESOLUTION CENTER Analyze, review, prioritize, track, respond and resolve statewide requests for purchasing, procurement, purchasing card and inventory management assistance via phone, email and Remedy. As needed, request additional information and facilitate communication with subject matter experts in the Bureau of Office Services to resolve the issue and/or determine appropriate action and resolution to the customer’s satisfaction. These activities require knowledge of inventory management, purchasing and procurement law, policy, and process. Enter statewide requests received via phone or email into the Remedy system for assigning and tracking to resolution. Monitor assigned Remedy requests for purchasing, procurement and inventory management assistance ensuring 100% are acknowledged within 24 hours and 90% are completed within 48 hours unless the customer requests earlier resolution date. Develop report and analyze data from the Remedy software to share potential training needed by topic, organization(s) and other variables to improve inventory management, purchasing and procurement practices and to reduce agency risk. Develop conclusions regarding potential training needs based on the data and provide oral or written recommendations to Supervisor who will then coordinate through the Bureau of Office Services Section supervisors. Develop reports and analyze response data to ensure established customer service goals are being met and provide plan to resolve deficiencies. Make recommendation to supervisor, based on Issue Resolution Center statistics, on frequently asked questions, topics of concern and resolutions that need to be proactively communicated to statewide agency staff. Identify Bureau of Office Services Supervisor to refer requests for Settlement Agreements, Waivers, Delegations, and Sole Source Procurements to route Remedy tickets to the appropriate area. Emergency requests will be quickly identified alerting Division Chief immediately. Each of these processes requires analytical review, research, and decision-making skills. Collaborates with Bureau of Office Services Division Chiefs, Section supervisors and customers in the development of measurement tools and processes to assess effectiveness of customer satisfaction with Issue Resolution Center services statewide. Keep abreast of Commonwealth management directives and policy changes as they impact statewide agency procurement, purchasing and inventory management. Design and propose changes in policies, process and regulations to reduce risk and ensure agency statewide adherence to inventory management, purchasing and procurement policy, practice and law. Seek opportunities and participate in ongoing training, quality assurance and issue resolution team meetings reporting best practices, deficiencies, data, pending policy, compliance issues, upcoming training and plans for improvement as needed. 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. Employee is required to conduct onsite quality assurance reviews at engineering district and county maintenance offices located throughout the state. CAREER DEVELOPMENT: Takes an active role in succession planning by completing a Career Development Plan in collaboration with the supervisor. In conjunction with the supervisor, participate in knowledge management / transfer by identifying key aspects of the job and sharing explicit and tacit program / technical knowledge with other employees. SAFETY: 1. Assess your environment and be responsible for your safety, the safety of co-workers, and the public. Attend required safety training and adhere to the requirements of all safety manuals, policies, and laws. 2. Immediately report to your supervisor any incident, unsafe practice, or near miss. 3. 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. 4. 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. * Encourage and support safety initiatives and programs by participating and involving your staff. * Recognize safety daily. * Acknowledge EXTRAORDINARY achievements. * Learn and improve through After Action Reviews (AARs). * Enforce accountability. 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. 1. Recommends and guides purchasing, inventory management, and purchasing card policy and procedures. 2. Develops and publishes statewide policy and procedural documents in the form of End User Procedures (EUP), Job Aids, Publications and Directives. 3. Prepares and revises training materials to reflect best practices in adult learning theory and delivers statewide training. 4. Responds to inquiries regarding quality assurance and training program initiatives. |
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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. Class C Driver's License 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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