Procurement Specialist

Overview

This position is a long term contract opportunity with the State of PA. These are hybrid positions with on-site attendance required in downtown Harrisburg 2-3 days/week.

Responsibilities

Proficient or capable of becoming proficient in use and knowledge of the following software, systems, and resources: SRM applications; DGS websites; core software skills with MS Office Suite; Procurement Code, Procurement Handbook, and procurement related policies/procedures; IT Terms and Conditions; procurement methods and systems such as JAGGAER.
- Share knowledge in the performance of their job duties within the Bureau of Procurement, strategic partners, and with Commonwealth customers.
- Participates in trainings as directed by management and seeks out training opportunities to increase job knowledge and skills.
- Identifies inefficiencies and recommends potential improvements to the procurement processes.
- Utilize industry best practices when conducting research such as CPI and cooperatives. Leverage knowledge gained from other state's procurement practices.
- Serves as the primary point of contact for all statement-of-work-related development activities as they relate to IT procurements.
- Administers IT procurement activities for assigned projects, including development and execution of the sourcing strategies and the development of the solicitation documents.
- Research assigned projects to develop an understanding of the technologies involved, industry best practices, procurement methods available, current contracts, and program area needs.
- Provides strategic advice to agencies in determining the proper methods of procurement.
- Research data on current Agency contracts and procurements and uses this knowledge to make recommendations on current and future procurement strategies. Collects and analyzes information on Agency business needs and technical environments to draft competitive procurement documents.
- Collaborates with the Commodity Specialist to identifies appropriate Subject Matter Experts (SMEs) in business, technology, fiscal, budget, and legal areas.
- Coordinates and facilitates workgroups comprised of Agency business, strategic partners, and technical staff, and other stakeholders (Commodity Specialist, committee members, and SMEs) to fully develop statements of work and supporting documents in support of competitive procurement solicitations.
- Develops statements of work and supporting documents for Request for Information (RFI), Quotation (RFQ) and Proposal (RFP) and Invitations for Bid (IFB) with potential suppliers. Assesses results, documents recommendations, and communicates results to agency representatives and suppliers.
- Develops Procurement best practice documents and templates.
2. Work Results. The following standards measure the IT PS's results in meeting established objectives:
- Assignments are completed professionally and in accordance with established project timeline.
- Results are consistent with organizational standards for both external and internal customer service, including timeliness, accuracy of information, and positive/constructive interaction.
- Procurement strategies, goals, and objectives are implemented as directed by management to ensure alignment with Department of General Services and Bureau specific initiatives and goals.
- Seek and identify all nonconforming conditions/occurrences and initiate appropriate action to effectuate meeting organizational standards.
- Procurement activities support Bureau of Diversity Inclusion and Small Business Opportunities (BDISBO) goals.
- Procurement project performance issues are handled effectively and timely.
- Promotes and actively pursues savings opportunities in support Go Time and Bureau goals.
- Customer service is a focus and opportunities for improvement are addressed.
- Maintains confidentiality for sensitive discussions related to procurement strategy and processes.
- Makes recommendations for solutions or improvements when problems or potential problems are identified and lie outside the established limits of responsibility.
- Other duties or special projects as assigned or required.
3. Communications. The following standards measure the IT Procurement Specialist's performance in exchanging information with others.
- Demonstrated professional and courteous communication skills during all interaction with customers, stakeholders, and co-workers when communicating in person, by telephone and by email. Manner of communication is tactful and sensitive to recipient.
- Meetings with internal and external stakeholders are to be conducted in a professional, productive, and positive manner.
- Notifies manager immediately of any unprofessional conduct by customers or stakeholders.
- Ensures written and verbal communications are well conceived, logically sequenced, grammatically correct, and convey a philosophy of customer service to promote maximum acceptance and understanding by the receiver.
- Provides regular feedback to manager regarding assignments, problems encountered, inability to meet established guidelines, or if assistance is needed.
- Reviews assignments with manager to ensure full understanding of assignments.
- Ensures reports are updated and timely. Provide summary to manager in timely manner.
- Exhibits good listening skills by demonstrating understanding of conveyed communications.
- Attend, actively and professionally participate in one-on-one meetings with the supervisor, team building meetings and other essential meetings that reflect the above communication standards.
- Returns phone calls and emails no later than (1) one business day from receipt. Emails and phone calls are professional and courteous. Voice mail is always accessible. Utilizes "Out of Office" practices for email/phone and identifies backups.
- Ensures written and verbal communications are well conceived, logically sequenced, grammatically correct, and convey a philosophy of customer service to promote maximum acceptance and understanding by the receiver.
4. Initiative/Problem Solving. The following standards measure the extent to which the IT Procurement Specialist is self-directed, resourceful, and creative in performing job duties individually or in a team.
- Recognizes and takes the initiative to identify and resolve problems within the established limits of responsibility.
- Performs daily tasks without specific direction and within the limits of responsibility.
- Makes recommendations for solutions or improvements when problems or potential problems are identified and lie outside the established limits of responsibility.
- Demonstrates ability to determine what needs to be done according to established priorities and pursues appropriate means of accomplishing tasks.
- Utilizes sound decision making practices.
5. Interpersonal Relations/EEO. The following standards measure the IT Procurement Specialist's development and maintenance of positive and constructive internal/external relationships.
- Treats others with respect. Does not mistreat or display demeaning attitude or behavior (including inappropriate ethnic, racial, religious, sexual, or gender jokes and/or written material) in the workplace toward customers, stakeholders, co-workers.
- Interacts effectively with customers, stakeholders, and co-workers to accomplish assignments and deliver services in a fair and equitable manner.
- Shows respect for the opinions of others, constructively discussing areas of disagreement.
- Keeps personal problems and/or conflicts from affecting the performance of work.
- Accepts constructive criticism without engaging in negative behavior that is detrimental to others or the mission.
6. Work Habits. The following standards measure the IT Procurement Specialist's performance relative to efficient methods of operation, customer service, proper conduct, speech ethical behavior, and Commonwealth/agency/work unit policies and procedures.

Qualifications

- Adheres to established procedure for reporting off work in accordance with mandated time frames.
- Complies with work policies regarding time, breaks, lunch, attendance, punctuality, safety, security, and care of equipment. Demonstrates schedule flexibility to participate in meeting and/or trainings.
- Accepts and supports procedural, operations, and/or organization changes and adjusts when conditions demand new approaches.
- Work is planned and organized to meet routine volume and timeliness.
- Coordinate's implementation and collaborate on projects with other work units and commonwealth personnel.
- Notifies manager in advance of planned absences that may delay project/assignment completion. Approval of planned absences will be subject to the review of staffing levels meeting operational needs.
- Effectively manages workload to insure completion of work.
- Commonwealth resources, including Procurement Handbook, End User Procedures, Collaboration Site, Procurement Code, etc., are used efficiently and effectively.
- Behaves in an ethical manner and adheres to the Governor's Code of Conduct without exception.
- Utilizes leave in accordance with established eligibility policy and does not abuse leave. Requests leave in advance unless there are extenuating circumstances.