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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 50321550 |
Description Activated On: 11/2/2026 4:36:27 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. This position performs complex analytical and evaluative work involving the Bureau of Juvenile Justice Services (BJJS) Youth Development Centers and Youth Forestry Camp (YDC/YFC) programs and projects. This employee is expected to provide management with recommendations for making decisions and improving the efficiency and effectiveness of agency operations. This employee will also perform as BJJS Procurement Liaison, as they will analyze procurement policies and strategies and provide consultation to the Administrative Officer 4, Chief, Division of Administration and Quality Improvement, OCYF, as well as to the Bureau Director in the development, implementation, and evaluation of highly complex procurement contracts. Work involves adhering to procurement policies and methods to meet program and agency goals; consulting with managers on sourcing strategies, solicitation methods, and cost analysis; collaborating with DHS of Procurement and Contract Management, while also working in conjunction with DHS council. As the BJJS Procurement Liaison, assure that all BJJS activities related to competitive procurements solicited by the program office, such as Requests for Proposal (RFP) and/or Requests for Application (RFA), adhere to Commonwealth and Bureau of Procurement and Contract Management policies, procedures, and regulations from start to finish. As the BJJS Procurement Liaison, manage and maintain contractual agreements with providers via local, state, county, community, and federal partners to ensure proper and timely revision, execution, approval, and issuance of procurement opportunities and executed agreements or contracts. Serve as the BJJS point of contact for the DHS’s Bureau of Procurement and Contract Management. Solicit, compile, and coordinate responses to feedback from partners regarding agreement language with BJJS. Support the implementation of new initiatives across BJJS by providing proactive, organized, and timely project management support. Work is performed independently under the general direction of an administrative supervisor for effectiveness of results. |
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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 is located within the Office of Children, Youth and Families, Bureau of Juvenile Justice Services, Division of Administrative Services and reports to the Administrative Officer 4 and is responsible for the following procurement tasks: - Manages and oversees all procurement activities and contracting for all federal and state dollars received by BJJS for Youth Development/Youth Forestry Camp programs. - Contributes with writing statements of work and other solicitation documents. - Creates documents such as bidders conference materials, question and answer documents, timelines, and evaluation criteria material. - Facilitates the progression of grant agreements, intergovernmental and cooperative agreements, and/or amendments involving federal, state, and service provider procurements to ensure proper and timely revision, execution, approval and issuance. Facilitation of these documents may include compiling the necessary documents, collaborating with DHS Legal to ensure approval, submitting to DHS Procurement for execution. Monitors each procurement through the signature process up to and including execution of the document. Upon execution, collaborates with program and fiscal staff to transition invoicing needs. - Maintains a tracking system to monitor all procurements to ensure no agreements expire to avoid lapse in services. - Facilitates Request for Proposals (RFPs) and Request for Applications (RFA) for BJJS when this procurement method has been determined to be utilized. This includes identifying BJJS staff to serve on the evaluation team, coordinate receipt of proposals/applications, compiling evaluation documents, collaborates with BCPM on scoring, and monitors the steps to execution of the grant agreement. - Monitors the procurement documents to ensure that services are consistent with contract language and in compliance with federal and state regulations, guidelines, and procedures. Evaluates work of BJJS programs and projects to provide recommendations for making informed decisions of daily operations. - Analyzes all procurement agreements to ensure that delivered services meet the goals and objectives of the program office and determines the effectiveness of results. Gathers and organizes data related to the effectiveness of those funded programs and creates statistical or narrative reports and presents to upper management or executive staff. - Reviews and analyzes policies and procedures related to procurement and make recommendations of changes to management staff. - Assists with the preparation of a monthly procurement report to BJJS executive staff providing program updates and highlighting staff accomplishments. - Researches, analyzes and interprets internal reports, existing procedures, and program related data in response to ad hoc report requests, research assignments, legislative inquiries, speaking engagements, and/or special projects/initiatives regarding program office procurement activities. - Provides support to BJJS management in the preparation for major speaking engagements by gathering information, researching material to be used in presentations, developing presentations, and talking points. - Creates informational presentations related to procurement processes for newly hired staff and other interested stakeholders. - Ensures that BJJS record retention policies and procedures for procurement related items are compliant with Commonwealth policies. Monitors archived BJJS records to ensure appropriate lengths of storage and disposal methods are applied. - Develops reports as needed to track trends and outcomes as needed. - Develops work plans for major projects and initiatives, including identification of key milestones, timelines, and responsible staff. Maintains work plans by communicating with project team members serving as subject matter experts (SME) and holding team meetings as necessary. - Reports on progress of major projects and initiatives to supervisor, identifying any potential delays or risks. - Assist in the approval of Agency Purchase Request (APR). - Serves on evaluation committees as necessary. - Develops and updates unit policies and procedures on all job assignments this position is responsible for. - 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. Makes recommendations to supervisor to manage the program and implement new initiatives, based on the results of research, analysis, and interpretation of relevant procedures, reports, data. Provides guidance and support to SME in the preparation and execution of procurement documents and procurement processes. Monitors these processes and documents to determine when changes to Standard Operating Procedures are required and implements and records those changes. Determines whether requests for feedback on agreements, contracts, and/or amendments have been adequately addressed. |
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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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