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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 50624087 |
Description Activated On: 4/8/2026 4:17:45 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 is currently available for part-time telework. Serves as a Procurement Specialist 2 for the Department of Education, which includes Headquarters and Commonwealth Libraries. Has primary responsibility for ensuring that procurement administration is performed in an efficient and concise manor, on a competitive basis in accordance with state and federal laws. |
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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. The incumbent in this position is responsible, professional, must be able to provide advanced technical work, and work is performed with initiative and independent judgment within a broad framework of existing laws and policies. Oversees the procurements for the specific deputate(s) within the Department. Serves as an Agency liaison on procurement matters with numerous intra-agency and interagency groups such as Department of General Services, IES, Comptroller Operations, OA Office of Information Technology, Office of the Budget, Education Chief Counsel, OA Human Resources, and program areas. Interprets the contractual and procurement policies, procedures, and guidelines of the Federal government, Commonwealth, and the Department for program personnel to assist them in contract preparation. This is accomplished through the Field Procurement Handbook, Management Directives, Service Procurement Procedures Under Act 57 Memorandum, meetings, and training sessions, as required. Serves as Agency expert for all technical and procedural aspects of procurement and is responsible for the review, processing, and approval of a variety of complex commodity procurement and service contractual documents and numerous accompanying documents for program offices to assure that all such documents conform to Federal and Commonwealth regulations, other applicable rules and regulations, and appropriate management practices and Department policies. Performs comprehensive analysis of procurement procedures to formulate new policy/procedures or revise present policy/procedures for a more effective procurement process. This includes such things as developing internal PDE policy for bidding of large procurement contracts, establishing PDE-specific Request For Proposal (RFP), Invitation to Qualify (ITQ), and Invitation For Bid (IFB) procedures, Service Procurement Procedures Under Act 57 Memorandum, development of forms such as Contract Approval Routing Form, Memorandum Of Understanding and Interagency Agreement, analyzing appropriateness of amendments to existing contracts, Sole Source Justification forms for Procurement contracts and memorandums to Department Bureaus/Offices. Exercises signature authority as the Procurement Specialist for various procurement documents. Provides technical instruction and approval for such documents as Sole Source Checklist for Services/Supplies, SAP/SRM Purchase Orders, Service Purchase Contracts, Emergency Purchase of Services, Master Agreements, Memorandum of Understanding, Interagency Agreements, Intergovernmental Agreements and Miscellaneous Orders, as well as amendment and renewals to existing contracts. Serves as the initial contact for complex procurements such as RFP’s, IFB’s, Sole Source Purchases, and other types of procurements. Also responsible for the implementation of Intergovernmental Agreements with certain entities such as Local Education Agencies (LEAs) and State Related Institutions to allow procurement between the Department and these entities to meet our unique needs. Performs public contact work in gathering information, resolving complaints, and providing information. Analyzes purchasing needs and makes recommendations as necessary. Directs program area personnel in developing specifications, preparing justifications for emergency purchase of service, preparing RFPs or IFBs, evaluating proposals, selecting the kind of procurement document to be used, and in preparing the document. Conducts bid openings, pre-proposal conferences, and RFP evaluations to ensure they are carried out in accordance with regulations. Reviews contracts and purchase documents above certain dollar levels to ensure the process is free of fraud, waste, and abuse. Works with Department committee to ensure emphasis is placed on contractor performance – prompt and efficient delivery of goods or services and accurate, timely invoicing. Analyzes relevant purchasing and contract documents to ensure that appropriate contractor responsibility reviews have been performed. Assure that Department program personnel are monitoring contractor performance and that the Department is receiving the services for which the contract was written. Assists program personnel in resolving problem situations with contractors and in negotiating contract changes or amendments as necessary. Assists in the management of the content within the Purchasing reference folder on the Department’s shared drive. Assists with the development of all procurement training material and procedural manuals and assists in regular in-house training for all agency staff involved in procurement processes. Serves as an expert in SAP/SRM in a wide variety of areas to provide remedial assistance to Agency users, including assisting Bureau Directors with approving shopping carts, assisting Agency Heads with approving SAP/SRM Purchase Orders and Contracts. With the Material Master Processor role, incumbent will assist Agency users with adding or updating material numbers unrecognized in SAP/SRM. Collects data, performs analysis, prepares reports and correspondence relating to contract management, and assists in the development of computerized programs. Seeks and identifies Small/Small Diverse Business opportunities for participation in PDE contracting. Attends seminars, meetings, workgroups, and workshops as a Procurement Specialist in the Department. Travels for trainings, meetings, bid openings, and product demonstrations, as required. Perform other 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. Works under the supervision of the Division Chief who provides guidance with regard to priorities and the resolution of difficult problems and situations. For the most part, the incumbent carries out their responsibilities with minimum supervision. Completed work is evaluated primarily in terms of the adequacy and timeliness of the services rendered and compliance with policies and regulations. |
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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: Knowledgeable of the principles of state procurement; interprets procurement polices. 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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