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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 50380256 |
Description Activated On: 2/13/2026 4:00:00 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 functions as a Procurement Specialist 1 of the Procurement Division. Responsible for all purchasing, procurement and contracting activities using a variety of funding source, including Federal Grant funds. This includes the oversight and direction of large and complex procurements. Provides specialized technical and administrative purchasing support. Large scale procurement of specialized equipment, materials, supplies and services are procured. Due to the nature of the agency's missions, emergency purchasing/contracting procedures with rapid response is frequently required. |
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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. Understands and uses the Supplier Relationship Management System and other Commonwealth platforms as they relate to procurement procedures, policies, and functions Establish goals, objectives and timeframes for procurements. Analyze results to determine requirements and best procurement methods. Initiates timely and appropriate action to purchase all types of supplies, materials, contracted goods and specialized equipment as required. Provides necessary follow-up or escalates concerns with the vendor until the purchased suppliers or services have been received. Communicates with relevant, internal stakeholders throughout the acquisition process. Analyzes complex procurement requests, researches, and recommends sourcing strategies to determine best method of contracting for items or services. Applies procurement procedures to proposed requests requiring processing, with the ability to shift between polices and protocols that govern State and Federal funding. Responsible for managing project organization with minimal supervision. Establishes and maintains appropriate and effective relationships with contacts. Provides guidance to procurement staff and internal clients in developing product specifications, statements of work, scope of services, and other contract requirements. Responsible to create and execute procurement contracts including participating in the negotiation process for new contracts resulting from Requests for Quotes or Requests for Proposals. Reviews and approves procurement requests to ensure they are completed in accordance with rules and regulations established by the Commonwealth and Federal guidelines. Ensures that purchase requests contain appropriate documentation. Ensures vendor compliance with negotiated terms, conditions, relevant laws, and policies by writing cure letters, recommending stopping payment, or other corrective actions. Responsible for the appropriate use of the Commonwealth Purchasing Card, maintaining knowledge and adherence to Commonwealth procurement and purchase card policies and procedures. Supports various aspects of the facilities program, including food ordering/preparation during emergency activations. Attends and conducts meetings, conferences, and training seminars as they relate to specific program areas of responsibility. Provide purchasing /procurement training to agency personnel as needed. Prepares a variety of correspondence, ensuring that information is grammatically correct and adheres to agency rules and regulations. Collaborate with Procurement Team to update procurement processes to aid in standardization. Maintain the Purchasing Specialist 1 Desk Manual. Improve processes in job duties, reviewing and removing unnecessary steps with your supervisor. Utilize training opportunities that will be beneficial to you in the coming year, that are offered from PEMA, DGS, and the Keystone Academy for Learning (KAL). Responsible for completing mandatory FEMA Independent Study Courses as requested: IS-100 Introduction to ICS IS-700 Introduction to NIMS IS-800 National Response Framework IS 2200 Basic EOC Functions (online) G-191 ICS/EOC Interface Performs other assigned duties as required. A person in this position may be eligible for telework. NOTATION OF SCHEDULE: Employee may be required to work 12-hour shifts. Employees may have their work schedules changed to five consecutive days within a seven-day period based on customer/assignment needs. Employee’s work hours may be modified based on customer/assignment needs. Except for emergencies, changes to schedules and work hours will be provided at least two weeks in advance. EMERGENCY ASSIGNMENT This employee is considered essential. Performs a task to be assigned during periods of emergencies. Such tasks may differ from normal day-to-day routine. These emergency assignments are at times received with little or no advance notice and may last for any period of time ranging from a few hours to several weeks or more, depending on the nature of the circumstance. The emergency assignments are sometimes performed under adverse (less than favorable) conditions and may require travel to a disaster site for short or extended periods of time. This position performs operational assignments as required during actual emergencies. Position may serve in the Commonwealth Response Coordination Center and must be available to work outside of the normal work hours, to include weekends and overnights, when activated. |
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. Understands and uses all Commonwealth platforms as they relate to procurement procedures, policies, and functions. Maintain a current understanding of state and federal procurement policies. Establish goals, objectives, and timeframes for procurements. Analyze results to determine requirements and best procurement methods. Managing Project Organization Completing Complex Procurements Communicates Effectively |
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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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