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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00197109 |
Description Activated On: 8/27/2025 11:32:36 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. Support Bureau Initiatives. Primarily responsible for the procurement of materials and services for the Administration and Highway Administration Deputates. |
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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. Responsible for the procurement of materials and services for the Administration, Highway Administration Deputates and Executive offices. Performs various procurement processes including purchasing card purchases, contract purchases, invitation for bids, requests for information, requests for quotes, sole sources, emergency procurements, Pennsylvania Correctional Industries (PCI) orders and when necessary, change orders, amendments and assignments, waivers, and settlements. Ensures that each document receives all approvals prior to supplies being ordered or services received. Abides by procurement confidentiality requirements. Responsible for determining the method of procurement of supplies, equipment, and service requests. Provides guidance to program areas relating to procurement policies, procedures, and regulations. Works with management and program area staff to develop sourcing strategies, statements of work, technical specifications, solicitation methods, shopping carts, and other documentation necessary to complete the procurement for materials and services. Serves as a Purchasing Cardholder and ensures that purchases made with the Purchasing Card are in compliance with the Commonwealth Management Directive and PennDOT’s Purchasing Card Manual (Pub. 363) Refers bid protests to management and meets with Legal and other staff in Office Services to discuss the merits of the protest. Provides documentation and certifies information as requested throughout the process. Provides information related to potential settlement agreements with vendors to management for consideration by Legal. Responds to Legal’s requests. Maintains a working knowledge of related budget and fiscal account codes to apply appropriate coding/funding for the material or service being purchased. Consults with Supervisor and fiscal staff as necessary. Works with Invoice Reconcilers to ensure that vendor receives prompt payment and timely goods receipts are posted. Close out tasks on purchase orders, when complete. Works with receivers and project managers and makes recommendations to management for appropriate corrective action to resolve vendor performance and/or compliance issues; drafts cure letters for Legal review; and provides resolutions to program areas, legal, management, and other appropriate staff. Detail instances of vendor non-performance for addition to the Commonwealth’s Contractor Responsibility Program System. Monitors contracts and purchase orders using SAP or AO Reports to ensure that adequate funding, time, and quantities are available. Track expiration dates for ongoing procurements and ensures adequate time to perform subsequent procurements to avoid lapse in materials or service. Work with supervisor to update tracking process. Research purchasing questions, as needed. Extensive knowledge of the Commonwealth/Agency purchasing policies and regulations, the Procurement Handbook, and the use of DGS contracts are required. Responds to the Office of the Comptroller transaction audit requests. Maintains a thorough knowledge of all Commonwealth and Department procurement policies and procedures. Performs all procurement activities in accordance with such procedures and policies. Participates in and attends small business outreach events. Provides one on one assistance to the small businesses during the events. Follows-ups as necessary by answering questions and providing assistance following the events. Researches the marketplace, to identify small businesses to advance the Commonwealth’s goal of increasing procurement opportunities for small businesses. Works with the small businesses to obtain SAP Vendor Number necessary to do business with the Commonwealth and steps necessary to register as a DGS-Certified Small Business. Shares potential procurement opportunities through existing statewide contracts and invitation to qualify contracts and provides guidance on the application process. Maintains procurement-related documents in accordance with PennDOT’s records retention policies. Uses systems including, but not limited to, SRM, SAP, JAGGAER, PennDOT’s e-procurement system, Access On-line, Microsoft Word, Excel, and SharePoint. Develops and maintains professional relationships with co-workers, partners and vendors. Seek training opportunities to enhance job knowledge, performance and skills. Provide professional, thorough, timely and courteous customer service while representing the best interests of the Department. Act as a role model by supporting co-workers through encouragement, communication, enthusiasm and teamwork. Proactively and independently anticipate problems, identify solutions and escalate issues to supervisor. Perform other duties as required. Travel to Central Office or other designated areas as needed. 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. Take 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. |
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. Review requisitions and shopping carts and determines the appropriate procurement type and process required to execute the purchase. Monitor purchases taking action to resolve issues such as vendor performance, invoice discrepancies, goods receipts/invoice receipt imbalances and insufficient quantities. Determine when liquidation of purchasing funds commitment is warranted and perform the liquidation to return funds to the appropriate budget. Independently recognize when escalation is necessary to facilitate issue resolution and notifies management. Makes recommendations for appropriate corrective action to resolve vendor performance and/or compliance issues; drafts cure letters for Legal review; and provides resolutions to program areas, legal, management, and other appropriate staff. Recommends non-performing vendors inclusion in the Commonwealth’s Contractor Responsibility Program System. |
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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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