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Purchasing Agent 1 - South Mountain

Purchasing Agent 1 - South Mountain
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Purchasing Agent 1 - South Mountain
Salary
$37,986.00 - $57,233.00 Annually
Location
Franklin County, PA
Job Type
Civil Service Permanent Full-Time
Department
Department of Human Services
Job Number
CS-20181108-02610
Closing
11/12/2018 11:59 PM Eastern
Job Code
02610
Position Number
00090973
Union
AFSCME
Bargaining Unit
A1
Pay Group
ST05
Bureau/Division Code
00210882
Bureau/Division
HS So Mtn Rstrtn
Worksite Address
South Mountain Restoration Center
Worksite Address
10058 South Mountain Road
City
South Mountain
Zip Code
17261
Contact Name
Talent Acquisition and Planning Unit
Contact Email
ra-pwfieldepars@pa.gov
+ Description
+ Benefits
+ Questions
THE POSITION
Situated in the beautiful mountains near Michaux State Forest, South Mountain Restoration Center, a Long Term Care Skilled Nursing Home Facility operated by the Commonwealth of Pennsylvania is seeking a dedicated, reliable, experienced candidate to fill a Purchasing Agent 1 position.
This is technical work in the purchasing of supplies, materials, equipment, and/or services which directly impacts the well being of our residents by ensuring that supplies and services necessary for their care are available. Parking at this location is free!
IMPORTANT: YOU MUST APPLY TO THIS VACANCY POSTING, MEET ELIGIBILITY REQUIREMENTS, COMPLETE THE SUPPLEMENTAL QUESTIONS AND RECEIVE A SCORE. YOUR SCORE IS ONLY VALID FOR THIS SPECIFIC VACANCY. ONCE THIS POSITION IS FILLED, YOUR SCORE IS NO LONGER VALID.
+ Full-time employment
+ Work Hours: Monday - Friday, 8:00 am - 4:00 pm
+ Based upon the nature of the duties in the position description, the individual selected for this position may be required to annually disclose specific personal and business financial information in accordance with Management Directive 205.10 regarding Financial Disclosures Required by the Public Official and Employee Ethics Act.
DESCRIPTION OF WORK
Working time percentages are approximate and can change daily based on operational needs.
75%
? Administrative and technical preparation of procurement documents to include service contracts, price quotations, bids from prospective vendors, funding adjustments or Advice of Changes for procurement documents and pre-established reports using a typewriter and or a personal computer. Adhering to the detailed procurement guidelines is an important function of the job as set forth by the Department of General Services and the Department of Public Welfare. The incumbent uses Administrative Circulators, DHS Procurement Manual, DGS rules and policies and DHS/SMRC's policies for work completion. Computer literacy and ability to use Windows applications such as, Word, Access, Excel, Outlook, and other software programs utilized by SMRC. Independently completes the purchasing process for agency purchase requests and purchase orders received from various in-house departments. Ensures APR and purchase order information and specifications are complete. Follows appropriate purchasing criteria such as using DGS Contracts, LBLA, request for quotation, etc. Generates the purchase orders for all types of Contracted Services.
? Contacts vendors to secure price quotations and establish orders with selected vendors for non-DGS contract items within pre-established procurement procedures. Contacts vendors with regard to status of orders, merchandise ordering and tracking of missing shipments, deliveries. Contacts vendors in regard to any order of Pcard discrepancies. Assist facility departments in obtaining information for ordering items. Assist contract monitor with vendor contracts regarding issues with an open purchase order. Discusses purchase requirements with supervisor and departments and advises on items best suited to needs or suggest substitutions for requested items.
? Responsible for verifying various procurement documents and attaching bids and bid tabs when necessary to the proper copies of the procurement documents for distribution to the Comptroller's Office and Treasury Dept and Internal facility offices. Also, must properly mark documents as being purchased by Commonwealth credit card, encumbered or unencumbered. Responsible for forwarding the proper copies of the various types of purchase orders to ordering customer, receiving and accounting dept. Responsible for entering accurate data into the SAP system, SMRC tracking system, and other department documents. Encumbrance orders and State contract orders must be entered into the SAP system in accordance with DGS and DHS purchasing manuals.
? Maintains and ensures all completed purchases documents are documented with a copy of Agency Purchase Request and other supporting documentation such as quotes, bid tabs, warranties, etc. for filing in the vendor file.
? Assists staff with knowledge of State Contracts prepared by the Bureau of Procurement, Department of General Services, by keeping current with required changes to facilitate up-to-date information when preparing purchase orders to obtain commodities and services obligated by State Contract.
20%
? Prepares invitation for bid proposals for the quotation of local bid/local award, and follows pre-established purchasing procedure. This includes the following: the identification of vendors for bid, the preparation and assembly of the bid package to include the bid tabulation sheets, statement of work, and other related documents; and correspondence with vendors regarding bids. Reviews and awards each bid and prepares the best value determination form and issues purchase orders and sends notice of the award to the vendor.
? Prepares facility MBE/WBE reports for DHS procurement review and reporting to DGS.
5%
? Maintains mailing lists of vendors interested in submitting bids. Checks list periodically to eliminate inactive bidders and researches new vendors for bids.
? Assists with other bid openings as directed by the supervisor.
? Performs other duties within classification specification as assigned by the supervisor.
REQUIRED EXPERIENCE, TRAINING & ELIGIBILITY
Qualifications:
+ Must meetPA residency requirement
+ Minimum Experience and Training Requirements:Three years of purchasing work involving contact with vendors in the procurement of a variety of supplies, materials, equipment, and services; or four years of stores or warehouse experience that included responsibility for maintaining inventory control or requisitioning or ordering supplies. Post-high school instruction may be substituted on a year-for-year basis for purchasing or stores experience to a maximum of two years or any equivalent combination of experience and training.
+ Based on your answers to the supplemental application questions regarding education, you may be instructed to upload a copy of your college transcripts to your application
+ Must be able to perform essential job functions
Veterans:Pennsylvania law (51 Pa. C.S. ?7103) provides employment preference for qualified veterans for appointment to many state and local government jobs. To learn more about employment preferences for veterans, visit the Commission's website, Job Seekers page, forVeterans; visit one of our offices; or contact us atra-cs-vetpreference@pa.gov.
EXAMINATION INFORMATION
+ Score valid for this specific posting only
+ Score based on information reported on application and supplemental questions
+ Provide complete and accurate information or:
+ score may be lower than deserved
+ application processing may be delayed
+ disqualification may result
+ May only testonceunder this announcement
+ Email notice of test results provided
Further information on testing, assistance for persons with disabilities, veterans' preference, and other items can be obtained from:
Harrisburg: 2nd Level, Strawberry Sq. Complex, 320 Market St., P.O. Box 569, Hbg., 17108-0569; Telephone (717) 783-3058
Philadelphia: 110 North 8th St., Suite 503, Phila., 19107; Telephone (215) 560-2253
Pittsburgh: 411 Seventh Ave., Room 410, Pgh., 15219; Telephone (412) 565-7666
Telecommunications Relay Service (TRS): 711 (hearing and speech disabilities or other individuals)
Internet: http://www.scsc.pa.gov/
Health & Wellness
We offer a comprehensive benefits package, including health coverage, vision, dental, and wellness programs.
Work/Life Balance
We understand that there is more to life than work ? and we want you to enjoy it!
We offer paid vacation days, paid sick days, military leave, as well as paid time off for most major U.S. holidays. Alternate work schedules and telecommuting arrangements are available for certain positions.
Career Development
We want to help you grow and see your goals become a reality! Supervisors and human resource staff are available to help employees create a plan to develop skills for their current jobs or prepare for the next step in their careers. Employees can easily transfer between positions or agencies to expand knowledge and pursue new challenges while retaining leave and benefits. Additionally, there are a variety of programs available to help get you where you need to be.
Other Rewards
Commonwealth employees enjoy many other rewards, including opportunities for recognition, workplace charitable giving, and even special employee-only discounts.
For more information about benefits, health and wellness, work-life balance, career development, and other rewards go towww.employment.pa.govand click on the benefits box.
Eligibility rules apply.
01
CS-02610 MET 1 Do you possess any college-level coursework? If you are claiming credits/degree, you must upload a copy of your college transcript(s) for this education to be considered in the eligibility decision. You must attach your transcript(s) prior to the submission of your application by using the "Attachments" tab on the left. You will not be able to add transcript(s) to the application after it has been submitted.
+ Yes
+ No
02
CS-INSTRUCTIONS - You must complete the supplemental questions below. These supplemental questions are the exam and will be scored. They are designed to give you the opportunity to relate your experience and training background to the major activities (Work Behaviors) performed in this position. Failure to provide complete and accurate information may delay the processing of your application, or result in a lower-than-deserved score or disqualification. You may attach a resume, but youmustalso complete the applicationandanswer the supplemental questions.
All information you provide on your application and supplemental questions is subject to verification. Any misrepresentation, falsification or omission of material facts is subject to penalty. If requested, you must provide documentation, including names, addresses, and telephone numbers of individuals who can verify the validity of the information you provide in the application and supplemental questions.
Read each work behavior carefully. Determine and select which "Level of Performance" most closely represents your highest level of experience/training. List the employer(s)/training source(s) from your Work or Education sections of the application where you gained this experience/training.The "Level of Performance" you choose for each work behavior must be clearly supported within the description of the experience and training information entered in your application or your score may be lowered.In order to receive credit for experience, you must have worked in a job for at least six months in which the experience claimed was a major function.
If you have read and understand these instructions, please click on the "Yes" button and proceed to the exam questions.
+ Yes
03
CS-02610 WB1 V1 MONITORING INVENTORY
Monitors inventory by collecting data (such as usage, levels on hand, amount on order/back order) for the purpose of estimating and/or evaluating quantities in preparing contracts prior to ordering, and/or maintaining an adequate inventory of necessary items, authorizing reorder requests when the stock on hand reaches a reorder point. Periodically checks records of frequency and/or amount of items requisitioned by operating departments to estimate the reorder point of stock items, and the amount of items required.
Levels of Performance
Select the Level of Performance that best describes your claim.
+ A. I have experience determining types/amount of items that are kept as stock on hand for a specified period of time, including estimating reorder points for stock items to ensure availability. This involves checking past records of requisitions to determine average needs, and consulting with operations personnel to determine present/future needs.
+ B. I have experience maintaining stock items at a predetermined level and initiating reorder requests when stock items reach their pre-established reorder point. This involves reviewing inventory records to see which items are approaching their reorder point and includes physically counting the amount of stock on hand and reporting these figures to superiors.
+ C. I have NO experience related to this work behavior.
04
CS-02610 WB1 V1 Experience Details In the text box below, please describe your experience as it relates to the level of performance you claimed on Work Behavior 1. Please be sure your response addresses the three items listed below. If you claimed you have no work experience related to this work behavior, type N/A in the text box below.
1. The name of the employer(s) where you gained this experience.
2. The type(s) of inventory you monitored.
3. The actual duties you performed.
4. Your level of responsibility.
05
CS-02610 WB2 V1 ORDERING PRODUCTS AND SERVICES
Reviews purchase requests initiated by operations personnel to ensure the requests contain accurate, clear, concise and specific service/product specifications. It also includes consulting with operations personnel and/or returning requests to originators for clarification when necessary; placing orders with vendors; checking with operations or warehouse personnel to ensure that products/services are delivered properly and timely, and/or maintaining a list of prospective vendors to include revising the list by addition or deletion of vendors based on their performance.
Levels of Performance
Select the Level of Performance that best describes your claim.
+ A. I have experience purchasing or ordering special products/services. This involves reviewing the bid for accuracy and conciseness and consulting with operations personnel to decide on necessary products/service specifications, quantities to be ordered, and the selection of substitute vendors.
+ B. I have experience in the routine ordering of products/services from preselected vendors or internal storerooms and through readily available vendor catalogs or from the internet.
+ C. I have NO experience related to this work behavior.
06
CS-02610 WB2 V1 Experience Details In the text box below, please describe your experience as it relates to the level of performance you claimed on Work Behavior 2. Please be sure your response addresses the three items listed below. If you claimed you have no work experience related to this work behavior, type N/A in the text box below.
1. The name of the employer(s) where you gained this experience.
2. The type(s) of products and services you ordered.
3. The actual duties you performed.
4. Your level of responsibility.
07
CS-02610 WB3 V1 CONTACTING VENDORS
Contacts vendors to request comments on proposed standards and specifications, expedite late shipments, arrange for exchanges/returns of incorrect/defective products or services and resolve other purchase related problems. This also involves obtaining or clarifying purchasing information such as specifications and standards, product prices and shipping dates, and/or acting as a liaison person between the organization legal staff and vendors to answer vendor questions concerning standards and specifications, and organization purchasing/contracting/bidding procedures and obligations.
Levels of Performance
Select the Level of Performance that best describes your claim.
+ A. I have experience resolving purchase-related problems, e.g. expediting late shipments, arranging for exchange/return of incorrect/defective products or services by contacting vendors via telephone, correspondence, or in person.
+ B. I have experience providing information, e.g. standard organizational purchasing/contracting/bidding procedures and obligations; and obtaining or clarifying product prices and shipment dates by contacting vendors via telephone, correspondence, or in person OR I have experience in public contact work that involves telephone, correspondence, or person-to-person contact to provide or acquire information.
+ C. I have NO experience related to this work behavior.
08
CS-02610 WB3 V1 Experience Details In the text box below, please describe your experience as it relates to the level of performance you claimed on Work Behavior 3. Please be sure your response addresses the three items listed below. If you claimed you have no work experience related to this work behavior, type N/A in the text box below.
1. The name of the employer(s) where you gained this experience.
2. The type(s) of vendors you contacted.
3. The actual duties you performed while contacting vendors.
4. Your level of responsibility.
09
CS-02610 WB4 V1 PREPARING, COLLECTING, AND EVALUATING PURCHASING DATA
Prepares, collects, and evaluates data regarding standards and specifications and/or prices, availability, delivery rates/schedules, warehousing, and market trends of general commodities and products, liquor, electronic equipment, automotive, chemical, food, textiles, and/or furniture. This includes evaluating and/or performing extensive visual and physical testing, preparing reports on findings, and making recommendations on findings to administrative superiors so that decisions can be made regarding purchasing and/or usage of alternative products.
Levels of Performance
Select the Level of Performance that best describes your claim.
+ A. I have experience in forecasting purchasing needs or making purchase recommendations, involving the evaluation of standards and/or specifications, prices, availability, delivery rates/schedules, warehousing, and market trends OR I have experience collecting and analyzing complex data including developing test procedures and methods, observing tests, and/or developing life cycle estimations.
+ B. I have experience performing some technical purchasing tasks, e.g. collecting, categorizing, or helping to assemble purchase data or records relative to specifications, prices, availability, delivery rates/schedules, warehousing, market trends, and computing purchasing costs of items OR I have experience reviewing and maintaining current catalogs and vendor specifications, researching new items, and keeping abreast of manufacturing trends and techniques.
+ C. I have NO experience related to this work behavior.
10
CS-02610 WB4 V1 Experience Details In the text box below, please describe your experience as it relates to the level of performance you claimed on Work Behavior 4. Please be sure your response addresses the three items listed below. If you claimed you have no work experience related to this work behavior, type N/A in the text box below.
1. The name of the employer(s) where you gained this experience.
2. The type(s) of data and methods you used to prepare, collect, and evaluate data.
3. The actual duties you performed.
4. Your level of responsibility.
11
CS-02610 WB5 V1 PREPARING, REVIEWING, AND EVALUATING BIDS AND CONTRACTS
Evaluates and/or prepares contracts, purchasing requisitions, and/or standardized invitation-to-bid forms to prospective vendors by including product/service specifications, dates of bid submission and product/service delivery, the amount of security payment required in advance to guarantee contract fulfillment. Enforces the deadline for bid submissions. Evaluates and analyzes bids prior to award for conformance to the requirements of the contracts. Awards or recommends the award of a contract to the lowest responsible bidder. In addition, checks with organization legal staff on problems concerning contract language and obligations, approving or rejecting vendor's requests for deviations from contract specifications. Evaluates vendor performance to determine necessity for amendments, extensions, or termination of contracts.
Levels of Performance
Select the Level of Performance that best describes your claim.
+ A.I have experience negotiating and/or developing new procurement contracts, evaluating bids/contracts to determine conformance with bid/contract specifications and to make decisions/recommendations regarding acceptance or rejection of bids/contracts.
+ B.I have experience in preparing standardized invitation-to-bid forms or procurement contracts, reviewing them for compliance to pre-established bid submission dates and security deposit requirements, OR I have experience in the evaluation of contracts performing some technical tasks, e.g. monitoring and reporting on vendor performance or evaluating vendor's requests for deviation from contract specifications.
+ C.I have NO experience related to this work behavior.
12
CS-02610 WB5 V1 Experience Details In the text box below, please describe your experience as it relates to the level of performance you claimed on Work Behavior 5. Please be sure your response addresses the three items listed below. If you claimed you have no work experience related to this work behavior, type N/A in the text box below.
1. The name of the employer(s) where you gained this experience.
2. The type(s) of bids and contracts you prepared, reviewed, and evaluated.
3. The actual duties you performed.
4. Your level of responsibility.
Required Question
Agency
Commonwealth of Pennsylvania
Address
613 North StreetHarrisburg, Pennsylvania, 17120
Website
http://www.employment.pa.gov


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