|
Commonwealth of Pennsylvania |
|
|
POSITION DESCRIPTION FOR JOB POSTING |
|
|
Position Number: 50335050 |
Description Activated On: 6/4/2026 4:17:44 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. The employee in this position performs work involving the purchase of services, supplies, materials, and equipment for the Pennsylvania Department of Aging (PDA). |
|
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. 60% - Purchasing Receive purchase requests and identify proper purchasing procedures to be followed, including a determination of whether bid solicitations are required. Develop and prepare specifications that conform to standards, prepare public notices and bid invitations, witness bid openings to determine the successful bidder, and review and award bids. Prepare and process various purchase orders, service purchase contracts, shopping carts, and other related purchasing documents to procure materials and services. Ensure correct budget coding for expenditures by interfacing with the budget team. Make payment to vendors using the Commonwealth Purchasing Card in accordance with established policy. Maintain a log of purchases and procurement receipts, and promptly provide invoices requested by Treasury and/or the Comptroller's Office. Reconcile receipts to monthly memo statement from the card issuer and report disputed charges to the Agency Card Coordinator, merchant, and card issuer. Safeguard the purchasing card and immediately report lost or stolen cards to the Agency Card Coordinator. Gather and maintain receipts and records for the Agency Lodging Card. Review invoices for accuracy and prepare them for payment approval. Work with the Comptroller's Office in investigating discrepancies with invoices and invoice processing. Participate in internal and external audits to identify policy non-compliance risks. Utilize audit findings to develop program recommendations, draft procedures for program process improvements, and communicate approved procedures with staff to achieve policy compliance. Inspect items received for adherence to specifications. Return incorrect or defective merchandise. Coordinate receipt records for items received. Maintain contact with vendors to complete require purchases. Contact suppliers regarding delivery schedules and invoicing issues. Organize and maintain a filing system for procurement documents, correspondence, invoices and other purchasing records 35% - Contracting Establish and maintain agency contracts. Prepare and take lead on requests for proposal (RFP's) and best value procurements. Ensure all documents are in the correct format. Establish and participate on committees, provide guidance to committee members and subject matter experts (SME's), develop technical requirements and award criteria, establish timelines to ensure procurement stays on track, facilitate committee meetings, ensure committee members and SME's adhere to policy, develop scopes of work, participate in best and final offer negotiations, and prepare award documents. Review various agreements to ensure standard terms and conditions are contained. Make recommendations for changes to terms and conditions. Coordinate with program offices and vendors to ensure only appropriate requirements are included in agreements. Communicate with the program offices on renewal information to include 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 and process the appropriate contract change order or amendment. Correspond with vendors, Comptroller staff, program offices, and Department of General Services (DGS) personnel concerning bids, delivery of services, contract problems and payments. Correspond with DGS regarding sole source requests for supplies, waivers, and emergency procurements. Represent the Department in meetings with vendors, Comptroller's Office, and DGS. Answer questions from program offices, vendors, and staff regarding bid procedures, awards, protest procedures and bid results. 5%-Perform other related 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. Make determinations on the most efficient methods of purchasing materials and services within the context of Commonwealth and Department policies. |
||||||||||||||||||||
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 |
||||||||||||||||||||
Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
|