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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00227787 |
Description Activated On: 12/24/2025 10:43:46 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. The position is responsible for the procurement of commodities and services as permissible via established Commonwealth Procurement Policies. This position must be familiar with and capable of procuring from Department of General Services’ (DGS) statewide contracts; Invitation to Qualify (ITQ) contracts; and Agency-specific contracts. Furthermore, this position must create, monitor, and execute competitive solicitations for non-contract commodities and services for the Department, including Invitations for Bid (IFB) and Requests for Proposals (RFP). This position also provides support and guidance to 125 State Parks' Field Offices, 4 State Parks' Regional Offices, 21 Forest Districts, and all Central Office program areas located within the Rachel Carson Building. This position has been marked as eligible for part-time telework; however, if office headquarters are desired, this can be considered. |
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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. PROGRAM SUPPORT AND ASSISTANCE: ~Works with agency subject matter experts to determine the best option for special procurement needs. Assists in the development and implementation of the mutually-agreed upon procurement strategy. Such specialized procurements may include, but are not limited to: commodities, services, emergency procurements, and no substitute procurements. ~Actively assesses agency requirements for specialized procurements for services, commodities, and equipment. Where appropriate, recommends alternatives and/or substitutions that offer a better overall value to the Department. Provides the necessary product information and documentation to justify the recommendation. ~Assists program areas through all steps of the procurement process, including sourcing commodities and services, troubleshooting SRM, reconciling blocked invoices or receipting issues, and tracking supplier performance. ~When necessary, gathers the necessary feedback and documentation for supplier performance issues. If required, inputs the supplier into the Commonwealth’s Contractor Responsibility Program System (in accordance with Management Directive 215.9). ~When vendors fail to meet the terms of the contract, this position recommends actions against non-compliant vendors in coordination with the Agency Legal Office and program staff. COMPETITIVE INVITATION FOR BID SOLICITATIONS: ~Prepares formal Invitations for Bid from approved shopping carts for non-contract purchasing requests that are estimated to exceed $10,000 (up to the DGS Delegation thresholds for commodities ($100,000) and services ($250,000)). Issues addenda as needed. ~Assists in the completion of a BOP-125 in instances where the initial term of an off-contract need is estimated to cost above the DGS Delegation thresholds, but the program area wishes to proceed with an Invitation for Bid. Submits the executed BOP-125 to the DGS Bureau of Procurement for review and responds to any follow-up inquiries regarding the request. ~Analyzes the Statement of Work that explicitly establishes the Department’s requirements and expectations for the commodity or service. Ensures all language adheres to Commonwealth Procurement Policy. Suggests edits that clarify and enhance the required service and/or commodity. Advises program of any suggested revisions and works cooperatively with program contact to create the finalized Statement of Work. ~Works in conjunction with Agency Legal Personnel to ensure that the Commonwealth’s Terms and Conditions are appropriate. When required, this position will work with the program, the vendor, and Agency Legal to establish mutually-agreed upon Non-Standard Terms and Conditions for governing the purchase. ~Updates the eMarketplace website with the applicable documents through each step of the solicitation process, including the public advertisement, bid tabulation, and final award. ~Awards the competitive solicitation to the lowest cost, responsive and responsible bidder. REQUESTS FOR QUOTES: ~When applicable, acts as an Issuing Officer and utilizes the JAGGAER system to create sourcing events, including formal Requests for Quotes from the Commonwealth ITQ contracts. ~Monitors these sourcing events in JAGGAER. Accepts and answers vendor questions through the system. Issues addenda as needed. ~Reviews qualified vendors’ bids to ensure the responses are responsive and responsible. ~For Low-Cost Request for Quotes (RFQ), evaluates received quotes and relays the lowest responsible and responsible quote to the program for consideration. If approved, prepares the Purchase Order for approval. ~For Best-Value Request for Quotes (RFQ), if required, serves as a Subject Matter Expert for the evaluating committee. Attends all meetings and advises the committee on best practices and next steps. ~Compiles and logs the Evaluator Scoring Sheets. Maintains and updates the Master Scoring Spreadsheet accordingly. ~Serves as the main liaison between the program and the vendor. If a Best and Final Offer (BAFO) is desired, acts as the Commonwealth contact while negotiating with the vendor. If clarifying information is requested by the program area, relays the inquiry to the vendor. PURCHASE ORDERS: ~Prepares purchase orders for Central Office program areas for services and supplies procured via DGS Statewide contract. Ensures compliance with contract requirements. ~Prepares purchase orders created for the lowest responsive and responsible bidder(s) for competitive Invitation for Bid solicitations. ~Prepares purchase orders created for the vendor(s) deemed to offer the best value for the Commonwealth as evaluated in a formal Request for Quote (RFQ). ~Investigates blocked invoices and takes appropriate action to reconcile those invoices, including notifying vendor of CRP blocks, analyzing Goods Receipt versus Invoice Receipt quantities, and investigating discrepancies between purchase orders and invoices to ensure accurate payment. PROCUREMENT POLICY AND PROCEDURES: ~Requires extensive knowledge of Commonwealth Purchasing policies and regulations as outlined in the Commonwealth Procurement Handbook and Pennsylvania Act 57, Title 62. ~Monitors and abides by the specific requirements of DGS Statewide and Invitation to Qualify Contracts. ~Adheres to the Commonwealth Right to Know Law Requirements. Posts all required documentation to the public Right to Know website in accordance with the law. ~Coordinates with the DCNR Labor Relations representative to ensure all service purchasing needs are in compliance with Article 43 of the Master Agreement. Updates the DCNR Union database that tracks all Agency Union requests. ~Actively promotes and supports the Small and Small Diverse business initiatives. PURCHASING PROGRAMS AND TRAININGS: ~Maintains a working knowledge as applicable to the job functions in the Commonwealth’s various purchasing systems. These systems include: SAP, SRM, ESS, PCI, CRPS, eMarketplace, Right-to-Know, and JAGGAER. ~Attends training as necessary to remain current and informed regarding required systems and purchasing procedures. VENDOR RELATIONS: ~Corresponds with vendors as necessary regarding: quotes, bids, delivery of services and/or supplies, payment, invoicing, and performance concerns. ~Troubleshoots any outlying issues when possible. Directs vendor to the appropriate resource. Discusses and coordinates resolutions and/or consequences to performance issues. 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. Employee is expected to work independently, but with close supervision, through varied, complex procurement processes. Employee may need to utilize critical thinking and analytical skills to determine the most efficient and effective option for a procurement need. Employee should be able to prioritize and adjust an ever-shifting workload. Support should be requested from the Procurement Specialist 2 and/or supervisor as necessary. |
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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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