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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 50487933 |
Description Activated On: 8/4/2026 10:24:41 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 in the Purchasing Department is under the Financial Services Department for the Bureau of Juvenile Justice Services (BJJS). BJJS consists of five state operated facilities, all of which are located at various geographical locations. This position consists of complex purchasing duties involving independent decision making and the ability to organize work to ensure efficient operations for the Bureau of Juvenile Justice Services Purchasing Department serving the residents, staff, buildings and grounds. |
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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. Adheres to all Federal, State and Facility regulations, policies and procedures governing confidentiality. Prepares procurement documents by researching state contracts, checking APRs and SAP requisitions for completeness of information, preparing bid proposals, standard purchase orders, service purchase orders on SRM system and other routine correspondence as assigned. Complies with purchasing methods, regulations and procedures including the many varied automated computer systems used in this office. Organizes and prepares on SRM approximately 50 service purchase contracts on a yearly basis or as required. Consult with contract monitor as to the need and justification for service; quality and quantity of service to be received and other pertinent information. Maintain files required for operation of procurement office. This includes commercial catalogs of materials and equipment, approved vendors, mandated reports, incoming and outgoing surplus, various types of purchase orders, memos and correspondence. Required to maintain accurate and systematic supplies, procurement and inventory records. Establish and maintain congenial and effective working relationships with co-workers, vendors, DHS Procurement, DGS, regional directors and supervisors and the general public. Recognizes the degree of importance of various responsibilities and establish operating procedures commensurate thereto. Composes and types a variety of narrative material consisting of bid specifications, acknowledgement, and transmittal correspondence to vendors and manufacturers. Checks and revises, as appropriate, descriptions/specifications on purchase requests in accordance with established procedures. Authorize emergency pick-ups when necessary. Assists in preparation of procurement documents to obtain purchases and meet deadlines. Follow up on late deliveries on all purchase orders. Acts on behalf of the Purchasing Agent Supervisor during his/her absence; ability to act on administrative matters concerning the Purchasing Department; including continuous process of work and decisions of a routine nature. Attends meetings as designee if need arises. Performs other related work as assigned by the Purchasing Agent Supervisor. Work with the regional accounting staff and the main storeroom in resolving discrepancies. This may result from items being received that do not meet pre-established standards, incorrect invoicing and/or packing slips, by contacting vendor for resolution of the discrepancies. Contact bidders/vendors for prices, availability, etc. in order to place purchase orders or resolve questions arising from bid proposals. Places orders through the purchasing card as appropriate, ensuring that the correct p-card is used in conjunction with the facility for which the items are being purchased. Follows up with appropriate paperwork to ensure correct items are received in the warehouse. On a monthly basis, allocates purchasing card charges to the correct cost centers and G/L accounts through the US Bank online system for six credit cards maintained in the purchasing department. Reconciles on a monthly basis p-card bank statements for p-cards maintained by the purchasing department to ensure invoices and receipts are available for each purchase. Prepares monthly p-card logs to show purchases made on p-cards held by the Purchasing Department to ensure correct charges reflect on monthly statements. Performs other special assignments as directed by the Purchasing Agent Supervisor. Specified directions given, as necessary, at the time of the assignment. Serves as back up for processing incoming and outgoing mail. Accepts warehouse deliveries as needed. |
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. Provides guidance and direction regarding any routine purchasing issues. In response to Central BJJS or DHS Procurement Office inquiries, the employee will research and compile data for supervisor's approval. |
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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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