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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 50310496 |
Description Activated On: 4/20/2026 3:51:29 PM |
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. Responsible for managing the research, preparation, and processing of all commodity/service contracts and procurements for offices served by BPM-EO. Advises Supervisor, Division Chief, Bureau Director, Budget, and/or agency regarding spending patterns, contracts, and commitments to support budget planning and decision-making. |
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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. This Position - Discusses commodity/service needs with agency program managers/requisitioners and advises them on items/procurement methods that best suit their needs, locates sources and suggests substitutes, as necessary. - Researches various procurement methods, gathers detailed technical product and associated service (if applicable, e.g., service contracts on owned or leased equipment, on-going maintenance/licensing for software, etc.) information to coordinate and facilitate the preparation and processing of orders. - Aggregates and coordinates all requests for commodities/services. This includes the research of various statewide contracts and the review, recommendation, and processing of enterprise procurements with OB, OA and/or DGS. - Prepares and tracks documents in SAP, including shopping carts, purchase orders, emergency purchases, funds commitments, funding adjustments, amendments, change orders, sole source documents, bids, RFPs, and contracts, in accordance with Act 57. - Develops and maintains a working knowledge of SAP, SRM, state commodity contracts, catalogs, and vendor internet sources. - Provides assistance to customers for the delivery, receipt and review of products/services shipped to BPM customer agencies. - Conducts discussions with vendors to determine price, product availability, as well as appropriate source of supply and coordination of services. - Ensures compliance with service contracting policies and procedures. - Provides advance documentation to, and confirming approval from, the Department of General Services and/or Legal Counsel for commodity/service procurements. - Interacts with IES, Comptroller Operations, Legal, Department of General Services and other agencies, as necessary, to ensure purchasing documents are completed accurately and in a timely manner. This includes the review and analysis of technical proposals and terms & conditions. - Works with the agencies to ensure services/milestones/benchmarks are met. Advises agencies on necessary procurement methods, when changes are required. - Manages contract renewals (which includes working closely with the agency to track contracts/deadlines). - Works directly with agency program managers/requisitioners to communicate procurement information and addresses inquiries from these customers. - Works directly with BPM Payment Team in activities associated with invoices, goods receipts, and prior year commitments. - Review, analysis, and disposition of prior year open commitment documents with MD310.3. - Tracks service levels and creates/monitors procurement reports to measure service performance and cost savings. - Develops internal policies, procedures, checklists, and desk references regarding procurement of commodities and services and ensures information is communicated to agency program offices/requisitioners and BPM staff. - Provides training for others on the preparation of Shopping Carts, Purchase Orders, Change Orders, Outline Agreements, Funds Commitments, and Goods Receipts. - Uses SAP Business Warehouse, SRM, and R3 reports to verify work, follow-up on documents, or provide information to support budget planning and decision-making. - Maintains open and closed document files for all purchasing records (i.e., purchase orders, contracts, bid solicitations and funds commitments). - Ensures all procurement documents (hard copy and electronic) are properly maintained/filed. This includes records management, records retention, and purging records in accordance with Commonwealth and BPM Records policies and procedures. - Develops and maintains fiscal internal controls and accountability. - Serves as DGS Contract Compliance Initiator for contracts and grants in accordance with established policies. - Analyzes and recommends Commonwealth-wide changes to the procurement process, and participates on special project teams as a Subject Matter Expert (SME). - Serves as main point of contact and co-administrator for the Travel Card and Purchasing Card programs. - Processes Purchasing Card purchases and reallocate charges in the AccessOnline System. - Attends division meetings, and provides status on completed/outstanding activity, and risks. - Attends and participates in monthly spending plan meetings with Budget and customer agencies. This includes discussion of specific procurement deadlines, projected procurement requests, current documents and necessary renewals. - Participates in IES and DGS knowledge sharing workshops, training, and conferences, as appropriate. - Participates in quarterly meetings with customer agencies to communicate BPM Purchasing processes and procedures. - Works on special projects and inter-agency business process re-engineering teams. - Applies Strong work ethic & personal integrity. - Available for reassignment during an emergency. - Serves as backup contact point for COOP activities - Performs other duties, as assigned. |
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 works independently, keeping Section Manager and Division Chief informed of any significant issues. Supervisory guidance is provided as needed, when new or unusual operating procedures or policy changes occur. Regular, daily work assignments are the responsibility of the incumbent, who must be able to independently coordinate with customers and prioritize, organize and complete assignments in a timely manner. Work is reviewed against operational objectives and feedback from supported bureaus. |
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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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