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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00283977 |
Description Activated On: 9/10/2024 11:31:46 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. This position is in the Employment, Banking and Revenue Delivery Center (EBR-DC) and is a member of the Information Technology (IT) Financial Management Services (FMS) team, which is responsible for supporting the highly complex IT procurement and financial management needs of the EBR-DC: EBR-IT, Department of Labor and Industry (DLI), Department of Revenue (DOR), Department of State (DOS), Pennsylvania Insurance Department (PID), and the Department of Banking and Securities (DoBS). This position supports the highly complex IT procurement needs for various IT areas: Application Delivery; Cross Application Integration; Architecture, Data Management & Analytics; Project & Strategy Management; Service Management; Network/Compute; and Information Security. |
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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. 1. Leads many of the tasks related to the procurement lifecycle of IT hardware, software, peripherals, staff augmentation services, other services, etc. Specializes in completing tasks regarding the processing of our most complex procurements. Responsibilities include, but are not limited to: *interprets, understands, utilizes, and complies with the IT procurement policies and procedures of the Commonwealth, Office of Administration (OA), Department of General Services (DGS), EBR-IT, and EBR-DC Agencies *recommends the purchase of IT goods and services that align with the IT Strategic Plan of the EBR-DC *reviews IT purchase requests and all required documents (quotes, statements of work, justifications for purchase, etc). If necessary, assists with obtaining documents *participates in the development of contract specifications *determines appropriate procurement mechanism *collaborates with IT subject matter experts to facilitate timely review/approval of IT purchase requests within the subject matter experts core IT competencies *negotiates pricing with Vendor representatives *requests funding availability checks *resolves IT procurement obstacles *escalates IT procurement obstacles that are unable to be resolved in a timely manner, highly visible and/or high priority/impact *creates and submits IT SRM shopping carts for EBR-IT funded procurements *collaborates with EBR-DC agency staff to review/submit IT SRM shopping carts *collaborates with stakeholders to facilitate the timely review/approval of IT SRM shopping carts and purchase orders *collaborates with stakeholders to facilitate timely delivery of IT goods/services *collaborates with stakeholders to facilitate timely distribution ofIT deliveries *completes goods receipts for purchased/delivered IT goods/services *collaborates with stakeholders to facilitate timely receipt and processing of IT invoices *tracks IT procurement data in the IT Procurement Database *identifies and processes recurring IT contracts/warranties *reviews and processes IT Change Requests *recommends and processes IT Funding Adjustments *performs cost/benefit analysis of existing and proposed procurements *determines cost savings related to IT procurements *communicates with various stakeholders (vendors, EBR-IT staff, EBR-DC Agencies staff, OA and DGS) regarding IT procurement issues and status 2. Develops and maintains complex applications. This includes, but is not limited to, the IT Procurement Database, which tracks attributes of EBR-DC IT procurements and is used to support OIT budgeting, vendor deliveries, goods receipts, and on-demand reporting for OIT and Departmental leadership. 3. Leads IT procurement efforts regarding new COPA initiatives/contracts that impact OIT, such as software license agreements being required for software procurements, aligning and cross-walking current resources with new contractual terms, coordinating Governmental Accounting Standards Board (GASB) Statement 96 responses. 4. Develops EBR-DC complex IT procurement solicitations and documents including Request For Proposals (RFP), Request For Quotes (RFQ), Statements of Work (SOW), sole sources, EPO, and competitive bid packages. 5. Serves as an IT procurement subject matter expert for EBR-DC RFx committees. Responsibilities include: defining evaluation criteria; assigning evaluation criteria points; conducting pre-proposal conferences; leading the evaluation process; coordinating oral presentations; presenting committee recommendations to executive management; conducting debriefings with unsuccessful bidders. 6. Provides technical assistance to IT leadership and end-users in resolving Application Delivery, Cross Application Integration, Architecture, Data Management & Analytics, Project & Strategy Management, Service Management, Network/Compute, and Information Security procurement-related issues. 7. Determines IT hardware and peripherals requiring 3rd party maintenance. Estimates maintenance costs and collaborates with stakeholders to facilitate the timely review/approval. Determines whether assets are currently tracked within ServiceNow. If not, collaborates with stakeholders to facilitate additional information gathering. Submits ServiceNow ticket to generate required work efforts. 8. Monitors, tracks, and analyzes staff augmentation contractor information. For example, compares contracted hours/funding against actual hours/funding used. Develops and recommends options for resolving projected deficit situations. 9. Assists in the collection of data necessary to prepare Technology Investment and Policy Review (TIPR) submissions. 10. Assists in the collection of data necessary to prepare OIT budget requests. 11. Identifies and recommends new (and improvements to existing) services within FMS' portfolio of IT service offerings. 12. Conducts analysis of present systems and identifies processes tasks that could be automated and/or improved. 13. Develops quality audit plans related to IT procurement activities and conducts audits to ensure quality standards are being met. 14. Researches existing and new IT COPA contracts, OA Information Technology Policies (ITPs), and other relevant policies and procedures. Discusses potential impacts with leadership from EBR-IT, EBR-DC Agencies, OA and DGS. 15. Develops, recommends, and/or conducts training on various IT procurement subjects, including but not limited to: IT procurement policies/procedures, SAP, SRM, end-user IT databases, and current best approaches (CBAs) for common tasks. 16. Participates in the IT procurement development portion of the IT strategic plan through coordination with IT leadership. 17. Represents FMS team at meetings. Attends/leads meetings. 18. Develops/leads presentations. 19. Understands, adheres to, and contributes to; established service and knowledge management processes and procedures, and digital accessibility regulations and standards. 20. 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. This position independently and routinely makes decisions regarding Information Technology (IT) procurement work assignments. For example, in response to a customer inquiry regarding a request to create a new report in the IT Procurement Database, this work involves (1) defining what information is needed, (2) determining what information will be displayed on the report (3) ensuring acquiring needed data is feasible (4) creating/testing tables/queries (5) creating/testing report (6) implementing new report into production (7) providing report to requester (8) asking requester for report feedback to drive continual service improvement. Decisions involving unique and/or highly complex work assignments should be referred to the team leader and/or supervisor. |
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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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