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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00301355 |
Description Activated On: 1/23/2026 7:22:18 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 employee in this position is responsible for processing complex procurement processing activities for the Department of Military and Veterans Affairs, which includes the development of unified purchasing activities in order to meet Department goals and objectives as well as customer needs. |
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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. Perform complex procurement processing activities for the Department of Military and Veterans Affairs customers, provide direction and support, and reconcile issues or conflicts that arise. Conduct periodic long-term planning meetings with program offices. Develop a procurement plan for program offices taking into consideration industry standards, internal and external factors and fiscal considerations to ensure that program office needs are met effectively and efficiently. Determine if agency-wide procurements for multiple program offices (state and federal) is allowable, beneficial, or feasible. Facilitate multiple program offices to come to one beneficial procurement for all entities that is most advantageous to the agency. Ensure program office adherence to policy. Evaluate work and determine work priorities. Research, compile, and analyze data to determine to resolve issues and make recommendations for program offices. Develop standard operating procedures relative to complex procurements for staff and agency personnel. Make recommendations for policy changes. Establish goals, objectives and timeframes. Review the preparation of requests for proposal and best value award contracts, to include specification review and award criteria. Review requests for proposal, bid packages and purchase orders in the SRM and SAP systems, approve or reject and provide advice to staff on corrections needed. Review and approve/sign various contractual documents. Process best value procurements in the correct format. Establish committees, provide guidance to committee members and subject matter experts (SME), develop technical requirements and award criteria, establish timelines and ensure the procurement stays on track, facilitate committee meetings, ensure committee members and SMEs adhere to policy, develop scopes of work, participate in best and final offer negotiations, and prepare award documents. Prepare and execute a variety of procurement documents involving federal funds from the Master Cooperative Agreement, state appropriated funds, non-lapsing funds, funds covered by Medicare and Medicaid regulations, and funds obtained through grants. Maintain an understanding of the Department of Health and Department of Aging regulations applicable to the Veterans Homes, insurance billing regulations, Federal Department of Veterans Affairs Regulations, the Master Cooperative Agreement (MCA), and appendices associated with the MCA and allowable purchases. Review Contractor Responsibility Program (CRP) records, cure letters, and miscellaneous contractual documents to ensure appropriate processing. Assist contractors regarding contract documents or procedures. Approve cure letters and Contractor Responsibility Program (CRP) records. Resolve discrepancies with contractors. Develop and maintain intergovernmental agreements, settlement agreements, utility agreements, memorandums of understanding, requests for proposal, contracts, and other documents with non-standard terms and conditions. Conduct request for proposal (RFP) meetings; prepare RFPs; prepare negotiation data and conduct contract negotiations. Negotiate with vendors for cost reductions and agreement to terms and conditions. Conduct vendor requests for information and vendor forums. Develop or review various agreements with non-standard terms and conditions. Negotiate terms and conditions with vendors. Manage the reconciliation of invoicing issues relative to complex procurements. Enforce service level agreements for complex procurements, review and approve or deny corrective actions plans and recover liquidated damages. Conduct meeting with vendors, DMVA customers, Comptroller’s Office, legislative representatives, Chief Counsel and the Department of General Services to resolve conflicts and establish strategies beneficial to the agency. Correspond with the Department of General Services regarding sole source requests for services, waivers, requests for delegation, and emergency procurements. Review requests for sole source and emergency services to ensure there is a necessity and they are in accordance with proper procedure. Approve sole source and emergencies for the agency and make recommendations to the Department of General Services for approval of such documents. Correspond with vendors, state agencies, federal entities, and customers to resolve issues. Ensure all procurement documents are processed in accordance with Act 57, Procurement Handbook, Labor and Industry requirements, Small Business Initiative requirements, and Office of Administration, Office of Information Technology requirements, state purchasing policies and procedures, DGS statewide contracts, and Federal 5-1 regulations. Ensure information being provided is in compliance with the established aforementioned policies and procedures. Manage the processing of procurement documents in accordance with established timeframes. Manage and maintain all procurement documents follow established record retention schedules and internal control policies. Manage the procurement emergency response activities in the JEOC (Joint Emergency Operations Center) in times of State Active Duty activations. Serves as a liaison with the individuals in the JEOC and in the field. Duties will involve managing staff in the DMVA Office of Administration cell of the JEOC, make decisions regarding the purchase of emergency supplies, services, subsistence and lodging, provide direction to Department staff, brief executive staff on activities, respond to inquiries from internal and external sources and make funding projections. Emergency assignments may be performed under adverse conditions and may last from a few hours to a period of weeks or longer. Travel to DMVA customer site locations to conduct site visits, committee meetings, and provide training. Performs work in accordance with the DMVA general safety rules and safety rules for this position. Immediately report all workplace injuries or incidents to the supervisor; and/or immediately corrects any safety hazards in the work area or reports same to the supervisor. Prepare and execute a variety of procurements involving federal funds from the Master Cooperative Agreement, state appropriated funds, and non-lapsing funds. Create, process, and manage delegated construction projects. Establish and maintain agency contracts, generate purchase orders, schedule and conduct site visits, conduct progress meetings, conduct public bid openings, and record bids. Track procurement end dates, plan future procurements with program offices and process necessary documents to ensure no lapse in service occurs. Negotiate contract pricing for change orders and agreements. Communicate with program offices on scope of work changes and potential cost increases. Review vendor and program office-initiated contract changes for compliance with terms and conditions, determine if the change is in scope, if the appropriate funding is utilized, and process the appropriate contract change order or amendment. Review surety bonds to ensure they are adequate. Generate notifications to the surety company and contractor regarding bond issues. File claims against the bond for unsatisfactory work and Department loss. Collect information and back-up regarding performance issues, review details on contract claims with the project manager and Chief Counsel’s Office to determine next steps. Develop communications to vendors regarding contract issue and claims. Track dollar values and loss. Reconcile billing discrepancies, track partial payments, review applications for payment, review payroll submittals, and approve payments vendors. Review wage determination documentation for compliance with state and federal laws. Coordinate with the U.S. Department of Labor and Department of Labor and Industry on compliance issues. Develop correspondence to vendors and updated contract language relative to compliance issues. **Must pass a favorable National Crime Information Center (NCIC) screening for admittance to Fort Indiantown Gap.** Perform 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. Exercise approval authority for procurement actions. Resolve open items and issues with vendors, program offices, and Chief Counsel’s Office related to procurement items. |
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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. N/A 5. N/A 6. N/A |
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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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