Position Description

Commonwealth of Pennsylvania
POSITION DESCRIPTION FOR JOB POSTING
Position Number: 50274424	Description Activated On: 12/30/2025 10:31:57 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 Procurement Specialist 1, within the Bureau of Procurement (BOP) of the Department of General Services (DGS), plays a pivotal role in managing and executing procurement contracts for the department. This role involves developing sourcing strategies, creating requests for proposals (RFPs), RFQs, IFBs, ITQs, defining best value scoring criteria, negotiating costs, performance-based standards, and other contract terms. Procurement Specialists 1 are responsible for interpreting and implementing procurement policies and ensuring compliance through corrective actions as necessary.

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.

Procurement and Contract Management:
Develop and execute procurement contracts by creating sourcing strategies, RFPs, RFQs, IFBs, ITQs, and best value scoring criteria.

Negotiate costs, performance-based standards, and other contract terms with vendors and suppliers.

Ensure compliance with procurement policies and regulations and recommend corrective actions as needed.

Vendor Relations:
Collaborate with vendors and suppliers to obtain quotes, negotiate terms, and address procurement-related inquiries.
Evaluate vendor performance and maintain vendor databases.

Compliance and Documentation:
Enforce adherence to federal, state, and local procurement regulations, policies, and procedures.
Maintain comprehensive and organized procurement records, including contracts, purchase orders, and bid documentation.

Sourcing Strategy and Cost Analysis:
Evaluate supplier proposals and bids, conducting cost analyses and selecting appropriate suppliers.

Analyze procurement data to identify cost-saving opportunities and process improvements.

Project Management:
Coordinate with other members of the team and other office personnel to ensure that proper documents are output, redacted, prepared, and files are created to allow for the successful posting of procurement related documents to the DGS eMarketplace website.

Manage assigned procurement activities by identifying priorities, establishing timelines, and ensuring successful completion.

Reporting and Training:
Generate reports and summaries related to procurement activities for management and auditing purposes.

Stay updated on procurement best practices, regulations, and industry trends.

Participate in training programs and workshops to enhance procurement skills and knowledge.

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.

Procurement Specialist 1 primarily makes operational decisions, such as selecting vendors, issuing purchase orders, and monitoring routine contract performance. They ensure compliance with established procurement policies and may engage in cost-saving strategies, but their authority is limited compared to higher-level procurement roles.

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:

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2.   N/A

3.   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.

1.	Sourcing Suppliers: Identify and assess potential suppliers, products, or services to meet the organization's needs.
2.	Develop RFPs, RFQs, IFBs, ITQs, or purchase requisitions to solicit bids from vendors.
3.	Supports: small, small diverse, and veteran-owned business by identifying sourcing opportunities.
4.	Negotiate pricing, terms, and contract conditions with suppliers to secure favorable agreements.
5.	Evaluate supplier proposals and bids to select the most suitable vendors based on predefined criteria.
6.	Ensure adherence to procurement policies, regulations, and legal requirements.
7.	Purchase Orders: Prepare and issue purchase orders accurately and in a timely manner.
8.	Monitor contract performance, administer changes, and address issues within defined limits.
9.	Analyze procurement data to identify cost-saving opportunities and efficiency improvements.
10.	Maintain organized and accurate procurement records, including contracts, purchase orders. Resolve logistical delivery issues.