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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 50357455 |
Description Activated On: 6/24/2026 11:34:06 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. This position reports to a Contract Manager. The incumbent directs and manages a team of Contract Management Specialists in the Non-Procurement Unit (Unit) of the Contracts Division. This individual must demonstrate a thorough understanding of state and federal laws, rules, regulations and procedures impacting the functions of the Unit. Emphasis is placed on ensuring that the Unit meets specific quality and timeliness standards in the performance of its duties and that the goals and objectives of the Unit are met. This position is responsible for a team of Contract Management Specialists handling the following areas of responsibilities: • The performance of independent and highly complex and technical reviews, evaluations and analyses of contract documents (grant agreements; memorandums of understanding; interagency agreements; complex contracts and Guaranteed Energy Savings Agreements (GESAs) and other commitment documents) originated by the Agencies. • Communication with agency personnel regarding compliance with the encumbering and cancellation provisions of Management Directive 310.3. • Participation in the Request for Application (RFA) process for competitively bid grants, as necessary. |
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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. Note: This position has Mission Essential Functions detailed in OB's COOP Plan. Administration and Planning With general direction from a manager, the incumbent: • Implements and tracks performance measures for the Unit teams and implements annual and long-term plans commensurate with the performance measures established by the Office of Comptroller Operations. • Implements planning for the efficient use of resources and allocation of work. • Evaluates staff performance; prepares evaluation reports, giving staff a constructive evaluation of their work performance. • Ensures all new staff are trained and monitors their work products. • Supports staff career development programs in accordance with Commonwealth personnel management or Office of Comptroller Operations policies. • Ensure that all policies of the Unit teams are consistent with the mission of the Bureau of Payable Services. • Contributes to the preparation of correspondence and reports. Complete, accurate, and programmatic presentation of material must be considered. • Assists with Treasury inquiries when pertaining to a contractual situation. * Other related duties as assigned. Regulatory Compliance With general direction from a manager, the incumbent: • Ensures fiscal and budgetary rules, regulations, and directives are consistently applied to the procedures developed for the Unit teams. • Maintains policies and procedures for the Unit teams’ processes, including (1) analysis of key controls and reporting requirements and (2) focus on customer service inquiries and resolutions. • Contributes to the development of contract management manuals for the use of division staff in the performance of responsibilities. • Contributes to projects and analyses for the manager, as required through special requests and scheduled submission. • Oversees a team of Contract Management Specialists who are responsible for the following functions in the Unit: o Performance of independent and highly complex and technical reviews, evaluations and analyses of contract documents ( grant agreements; memorandums of understanding; interagency agreements; GESAs related to guaranteed energy savings projects, and other commitment documents) originated by the agencies to ensure compliance with and conformance to policies, procedures, and standards defined in the Commonwealth Manual 215.3, Procurement Handbook, Management Directive 305.20, Grant Administration and other applicable directives issued by the Commonwealth, Federal government, or agencies. o Performance of reviews of direct costs contained in contracts, such as provider hourly rates, for reasonableness and fairness in relation to the overall contract and services to be provided. • Analyzes and recommends to the manager regarding approval/disapproval for an Agency’s new or changed grant program procedures. • Reviews and comments on draft agreements submitted by the agencies. • Reviews agency requests to use the non-solicitation award process or an alternate payment method in accordance with Management Directive 305.20. Contributes to the preparation and submission of documents to the manager for review and recommends approval/disapproval. Provides a detailed explanation for the recommended approval/disapproval. • Assists, as well as directs staff to assist, The Bureau of Planning and Management, Training and Development Unit in the development and delivery of training to the staff within the Unit as well as to agency staff. • Advises integrated enterprise system task and user committees on various issues as needed. • Performs other duties as required to ensure the efficient operation of the Unit. Agency Support With general direction from a manager, the incumbent: • Contributes to the preparation of extensive written communications or oral communications to agencies’ management relative to contract management issues. Continuous Improvement With general direction from a manager, the incumbent: • Communicates recommendations for process improvement to the manager. • Meets with manager and staff to define financial issues and to recommend policy and procedures with respect to the budget, administrative and human resource systems and other matters. • Serves on committees and provides guidance through support and an in-depth analysis to monitor and develop programs involving division activities. • Directs staff in the participation and completion of all special projects assigned. These projects could be the result of a pending investigation, litigation or Bureau of Quality Assurance inquiry and must be completed with accuracy in a short period of time. The incumbent in this position is responsible for supervising a team of Contract Management Specialists within the Non-Procurement Unit of the Contracts Division in the Bureau of Payable Services. |
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. With general direction from a manager on the priorities to be addressed and specific assignments to be completed, the incumbent exercises a high degree of independence in the completion of assignments. Policy problems are discussed with the manager whereas the technical applications and day-to-day operations are the responsibility of this position. With general direction from a manager, the incumbent will be afforded substantial weight and consideration in making recommendations on matters such as: o Personnel management o Redeployment of critical resources to address workload demand o Escalation and reporting of issues With general direction from a manager, the incumbent has the responsibility to participate in the development, implementation and administration of policies and procedures necessary for the efficient and effective operations of the bureau. Matters that cannot be resolved by the incumbent are referred to a manager for resolution. |
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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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