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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00275111 |
Description Activated On: 3/24/2026 10:01:34 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 located in the Bureau of Fiscal Management (BFM), Division of Budget and Contracts, within the Office of Medical Assistance Programs (OMAP). This position is responsible for all procurement work assigned by the Division Director of Budget and Contracts. This position works with others in BFM, in other OMAP bureaus and other program areas including the Bureau of Procurement and Contract Management and the Department of Human Services Office of Legal Counsel to ensure the operational needs of the division and the bureau are met. The position also advises the Division Director on the impact of regulatory and program changes. |
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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. The position is located in the Office of Medical Assistance Programs (OMAP), Bureau of Fiscal Management (BFM), Division of Budget and Contracts and reports to the Division Director. The position receives direction from the Division Director. The position provides professional support services for the procurement work assigned to the Division of Budget and Contracts. The position is subject to general review by the Division Director for effectiveness through regularly scheduled status, other meetings as needed, and examination of reports. Job duties include but are not limited to the following: • Reviews, monitors and evaluates upcoming procurements and works with all contract monitors to ensure procurements are started timely and all process documentation is reviewed. • Reviews and analyzes policies and procedures and interprets procurement language for contract monitors. Formulates changes in these policies and makes recommendations to the Division Director. • Analyzes vendor performance and updates and makes recommendations to Division Director. • Makes recommendations to the contract monitor to assist with selecting the appropriate procurement method. Procurement methods vary based on project value. OMAP procurements range in dollar value from $5,000 to $900 million, therefore choosing the correct procurement method is vital. • Researches, prepares, and gathers all necessary checklists and materials to aid in the procurement process. Provides support in the development of contract/agreement documents and facilitates the contract/agreement approval process. • Meets with program office staff, Bureau of Procurement and Contract Management and Office of Legal Counsel to work through procurement issues. During meetings will analyze and present the encumbrances, expenditures and available balances within the OMAP appropriations via extraction from Business Warehouse. • Maintains spreadsheets to track all current and upcoming procurements, tirnelines, and budgets. Current OMAP procurements are approximately $6.3 billion so budgeting is key to ensure proper funding is available. • Develops and maintains budget monitoring tools. Prepares the monthly budget monitoring reports and analyzes potential budget issues that present themselves during the budget and contract monitoring process. • Develops and maintains documentation of policies, procedures and manuals related to the OMAP procurement. Trains staff on policies, procedures and manuals. • Directs, participates, and leads conversations with the Chief of Staff, Division Director, Bureau Director, and Bureau of Procurement and Contract Management Director to provide updates on all procurement related activities. • Serves as the OMAP point of contact for the Procurement Pipeline for all OMAP related procurements. Responds to all inquiries from contract monitors, Bureau of Procurement and Contract Management and Office of Legal • Maintains and updates contract spreadsheets and coordinates budget activities for contracts located in OMAP's appropriations. Provides guidance to program office staff as they develop their budget availabilities on specific funding issues. • Assists Division Director with research, procurement, and invoice tracking and ongoing maintenance of contracts in reviewing and analyzing budgetary impacts. • Prepares contract documentation including system entry such as: Budget Work Statements, Shopping Carts, Purchase Order Change Orders, SRM~, SAP Systems, Good Receipts and Quotes, RFPs, Vendor Confirmations, MWE/WBE documents, calculations, Program/Project Descriptions and timelines, Job Descriptions, and Settlement Agreements according to State and Federal Budgetary policies and procedures. • Coordinates with Department staff and contractors to evaluate and identify information resources and to document accuracy of available information on program plans, operations and achievements. • Develops timelines, work plans and other supporting documents for procurement and contract/agreement activities to ensure all deadlines are met. • Develops and implements automated monitoring methods utilizing SAP Business Warehouse, as appropriate, for ongoing tracking of and development of projections for OMAP's budget, including but not limited to program, administrative and grant documents. • Provides technical assistance to OMAP program staff and contract monitors on fiscal and contract administration matters. This is accomplished through phone calls, emails, one-on-one meetings, development of training material to assist staff with contract management activities and group training sessions as required. • Prepares financial reports, letters, memorandums and other documents for the Deputy Secretary, Chief of Staff, Bureau Director, Division Director and other executive staff as directed. • Performs special projects and all 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. Assignments are given verbally or in writing by the FMS3 or Division Director. Assignments may also be given by the Deputy Secretary, Chief of Staff, or other Executive Staff. The incumbent in this position works with a degree of independence in the execution of ongoing responsibilities, i.e., developing and maintaining budget monitoring tools, collection of data for ongoing reports and presentations, responding to routine inquiries from the Comptroller, Budget Office, Procurement Office and OMAP staff. Technical assistance is also provided to OMAP staff on the budget process and associated activities. Ongoing work is monitored weekly or as required by impending deadlines by the Fiscal Management Specialist 3 or Division Director. Work is monitored for adherence to office protocols, format, Commonwealth policies and procedures and other relevant criteria. Decisions that affect the overall budget must be approved by FMS3 or Division Director. In response to county reports, this work involves researching the issue or submission and prepare a formal response for FMS3 or Division Director signature. |
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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: In the areas outlined above, the employee develops work plans, decides on methodologies, data use and prioritizes assignments independently when feasible. The employee provides recommendations to the Division Director based on the outcome of analysis and research. 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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