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Purchasing Agent Supervisor - Warren State Hospital

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Purchasing Agent Supervisor - Warren State Hospital

Salary

$50,836.00 - $77,321.00 Annually

Location

Warren County, PA

Job Type

Civil Service Permanent Full-Time

Job Number

CS-2025-23899-02620

Department

Department of Human Services

Division

HS Warren St Hosp

Opening Date

04/22/2025

Closing Date

5/6/2025 11:59 PM Eastern

Job Code

02620

Position Number

00001815

Union

AFSCME

Bargaining Unit

A2

Pay Group

ST06

Bureau / Division Code

00210974

Bureau / Division

Warren State Hospital

Worksite Address

33 Main Drive

City

Warren, Pennsylvania

Zip Code

16365

Contact Name

Talent Management Division

Contact Email

[email protected]

+ Description

+ Benefits

+ Questions

THE POSITION

Are you an experienced purchasing professional with a strong background in large organizations, looking to take the next step in your career? The Department of Human Services is seeking a motivated and detail-oriented Purchasing Agent Supervisor to join our team at Warren State Hospital. In this vital role, you will ensure all departments receive high-quality materials and services promptly and in compliance with relevant laws, regulations, and policies. This is an excellent opportunity to grow professionally, building on your current expertise while gaining new skills all in the service of Pennsylvania’s most vulnerable citizens.

DESCRIPTION OF WORK

In this position, you will oversee the hospital’s procurement operations, including planning, organizing, and directing the work of purchasing agents and clerical staff to ensure the timely and efficient acquisition of essential materials and supplies. You will provide guidance on updated procurement procedures, maintain comprehensive purchasing records, and ensure all purchasing activities align with applicable laws and regulations. Your responsibilities will include managing large-scale purchases of a wide range of supplies and equipment to meet the hospital’s operational needs. Additionally, you will audit purchase requests and exercise sound judgment by making routine decisions based on established policies, training, and professional expertise.

Interested in learning more? Additional details regarding this position can be found in the position description (https://careers.employment.pa.gov/pd/PD\_NEOGOV.asp?p=00001815) .

Work Schedule and Additional Information:

+ Full-time employment, 37.5 hours per week

+ Work hours are 8:00 AM to 4:00 PM, Monday - Friday, with a 30-minute lunch.

+ Overtime: As required

+ Telework: You will not have the option to telework in this position.

+ Salary: In some cases, the starting salary may be non-negotiable.

+ You will receive further communication regarding this position via email. Check your email, including spam/junk folders, for these notices.

REQUIRED EXPERIENCE, TRAINING & ELIGIBILITY

QUALIFICATIONS

Minimum Experience and Training Requirements:

+ One year as a Purchasing Agent (Commonwealth job title or equivalent Federal Government job title, as determined by the Office of Administration );or

+ Four years of experience in purchasing work involving contact with vendors in the procurement of a variety of supplies, materials, equipment, or services;or

+ Four years of experience in requisitioning, receiving, storing, distributing, and maintaining inventory of goods;or

+ An equivalent combination of experience and training. Post-high school education may be substituted on a year-for-year basis for purchasing or stores experience to a maximum of two years.

Other Requirements:

+ You must meet the PA residency requirement (https://www.governmentjobs.com/careers/%7B0%7Dpabureau/jobs/newprint/4911011) . For more information on ways to meet PA residency requirements, follow the link (https://www.governmentjobs.com/careers/%7B0%7Dpabureau/jobs/newprint/4911011) and click on Residency.

+ You must be able to perform essential job functions.

Legal Requirements:

+ A conditional offer of employment will require a medical examination.

+ This position falls under the provisions of the Older Adult Protective Services Act.

+ Under the Act, a conditional offer of employment will require submission and approval of satisfactory criminal history reports, including but not limited to, PA State Police and FBI clearance.

How to Apply:

+ Resumes, cover letters, and similar documents willnotbe reviewed, and the information contained therein will not be considered for the purposes of determining your eligibility for the position. Information to support your eligibility for the position must be provided on the application (i.e., relevant, detailed experience/education).

+ If you are claiming education in your answers to the supplemental application questions, you must attach a copy of your college transcripts for your claim to be accepted toward meeting the minimum requirements. Unofficial transcripts are acceptable.

+ Your application must be submitted by the posting closing date. Late applications and other required materials will not be accepted.

+ Failure to comply with the above application requirements may eliminate you from consideration for this position.

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, go to www.employment.pa.gov/Additional%20Info/Pages/default.aspx and click the Veterans’ Preference tab or contact us at [email protected] .

Telecommunications Relay Service (TRS):

+ 711 (hearing and speech disabilities or other individuals).

If you are contacted for an interview and need accommodations due to a disability, please discuss your request for accommodations with the interviewer in advance of your interview date.

The Commonwealth is an equal employment opportunity employer and is committed to a diverse workforce. The Commonwealth values inclusion as we seek to recruit, develop, and retain the most qualified people to serve the citizens of Pennsylvania. The Commonwealth does not discriminate on the basis of race, color, religious creed, ancestry, union membership, age, gender, sexual orientation, gender identity or expression, national origin, AIDS or HIV status, disability, or any other categories protected by applicable federal or state law. All diverse candidates are encouraged to apply.

EXAMINATION INFORMATION

+ Completing the application, including all supplemental questions, serves as your exam for this position. No additional exam is required at a test center (also referred to as a written exam).

+ Your score is based on the detailed information you provide on your application and in response to the supplemental questions.

+ Your score is valid for this specific posting only.

+ You must provide complete and accurate information or:

+ your score may be lower than deserved.

+ you may be disqualified.

+ You may only apply/testoncefor this posting.

+ Your results will be provided via email.

Learn more about our Total Rewards by watching this shortvideo (https://www.youtube.com/embed/HtcSRnndflc?rel=0) !

See the total value of your benefits package by exploring ourbenefits calculator.

Health & Wellness

We offer multiple health plans so our employees can choose what works best for themselves and their families. Our comprehensive benefits package includes health coverage, vision, dental, and wellness programs.*

Compensation & Financial Planning

We invest in our employees by providing competitive wages and encouraging financial wellness by offering multiple ways to save money and ensure peace of mind including multiple retirement and investment plan options.

Work/Life Balance

We know there’s more to life than just work! Our generous paid leave benefits include paid vacation, paid sick leave, eight weeks of paid parental leave, military leave, and paid time off for most major U.S. holidays, as well as flexible work schedules and work-from-home opportunities.*

Values and Culture

We believe in the work we do and provide continual opportunities for our employees to grow and contribute to the greater good. As one of the largest employers in the state, we provide opportunities for internal mobility, professional development, and the opportunity to give back by participating in workplace charitable giving.

Employee Perks

Sometimes, it is the little “extras” that make a big difference. Our employees receive special employee-only discounts and rates on a variety of services and memberships.

For more information on all of these Total Rewards benefits, please visitwww.employment.pa.gov and click on the benefits box.

*Eligibility rules apply.

01

Have you been employed by the Commonwealth of Pennsylvania as a Purchasing Agent for one or more years full-time?

+ Yes

+ No

02

If you are claiming experience in the above question, please list the employer(s) where you gained this experience in the text box below. The employer(s) and a description of the experiencemustalso be included in the appropriate sections of your application if you would like the experience to be considered in the eligibility decision. If you claimed you do not have experience, type N/A in the text box below.

03

How many years of full-time experience in purchasing work involving contact with vendors in the procurement of a variety of supplies, materials, equipment, or services do you possess?

+ 4 years or more

+ 3 but less than 4 years

+ 2 but less than 3 years

+ 1 but less than 2 years

+ Less than 1 year

+ None

04

If you are claiming experience in the above question, please list the employer(s) where you gained this experience in the text box below. The employer(s) and a description of the experiencemustalso be included in the appropriate sections of your application if you would like the experience to be considered in the eligibility decision. If you claimed you do not have experience, type N/A in the text box below.

05

How many years of full-time experience in requisitioning, receiving, storing, distributing, and maintaining inventory of goods do you possess?

+ 4 years or more

+ 3 but less than 4 years

+ 2 but less than 3 years

+ 1 but less than 2 years

+ Less than 1 year

+ None

06

If you are claiming experience in the above question, please list the employer(s) where you gained this experience in the text box below. The employer(s) and a description of the experiencemustalso be included in the appropriate sections of your application if you would like the experience to be considered in the eligibility decision. If you claimed you do not have experience, type N/A in the text box below.

07

How much college-level coursework or post-high school training have you completed? 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. Unofficial transcripts are acceptable. 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 a transcript(s) to the application after it has been submitted.

If your education was acquired outside of the United States, you must upload a copy of your foreign credential evaluation report. We can only accept foreign credential evaluations from organizations that are members of the National Association of Credential Services (NACES). A list of current NACES members can be found by visitingwww.naces.org (”www.naces.org”target=_blank”) and clicking the Evaluation Services Link.

For additional information on foreign education credentials, please visithttps://www.employment.pa.gov/Additional%20Info/Pages/default.aspx#q3and click on Other Information.You must attach your documentation prior to the submission of your application by using the "Attachments" tab on the left. You will not be able to add a document to the application after it has been submitted.

+ 60 credits or more

+ 30 but less than 60 credits

+ Less than 15 credits

+ None

08

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. Youmustcomplete the applicationandanswer the supplemental questions. Resumes, cover letters, and similar documents willnotbe reviewed for the purposes of determining your eligibility for the position or to determine your score.

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 question 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 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.

If you have general questions regarding the application and hiring process, please refer to ourFAQ page (https://www.employment.pa.gov/Additional%20Info/Pages/default.aspx) .

+ Yes

09

WORK BEHAVIOR 1 - 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, and 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.

10

In the text box below, please describe your experience as it relates to the level of performance you claimed in this work behavior. Please be sure your response addresses the items listed below which relate to your claim. If you indicated you have no work experience related to this work behavior, type N/A in the box below.

+ The name of the employer(s) where you gained this experience.

+ The type(s) of inventory you monitored.

+ The actual duties you performed.

+ Your level of responsibility.

11

WORK BEHAVIOR 2 - 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.

12

In the text box below, please describe your experience as it relates to the level of performance you claimed in this work behavior. Please be sure your response addresses the items listed below which relate to your claim. If you indicated you have no work experience related to this work behavior, type N/A in the box below.

+ The name of the employer(s) where you gained this experience.

+ The type(s) of products and services you ordered.

+ The actual duties you performed.

+ Your level of responsibility.

13

WORK BEHAVIOR 3 - CONTACTING VENDORS

Contacts vendors to request comments on proposed standards and specifications, expedites late shipments, arranges for exchanges/returns of incorrect/defective products or services and resolves 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 between the organization's 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.

14

In the text box below, please describe your experience as it relates to the level of performance you claimed in this work behavior. Please be sure your response addresses the items listed below which relate to your claim. If you indicated you have no work experience related to this work behavior, type N/A in the box below.

+ The name of the employer(s) where you gained this experience.

+ The type(s) of vendors you contacted.

+ The actual duties you performed while contacting vendors.

+ Your level of responsibility.

15

WORK BEHAVIOR 4 - 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.

16

In the text box below, please describe your experience as it relates to the level of performance you claimed in this work behavior. Please be sure your response addresses the items listed below which relate to your claim. If you indicated you have no work experience related to this work behavior, type N/A in the box below.

+ The name of the employer(s) where you gained this experience.

+ The type(s) of data and methods you used to prepare, collect, and evaluate data.

+ The actual duties you performed.

+ Your level of responsibility.

17

WORK BEHAVIOR 5 - 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, and 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.

18

In the text box below, please describe your experience as it relates to the level of performance you claimed in this work behavior. Please be sure your response addresses the items listed below which relate to your claim. If you indicated you have no work experience related to this work behavior, type N/A in the box below.

+ The name of the employer(s) where you gained this experience.

+ The type(s) of bids and contracts you prepared, reviewed, and evaluated.

+ The actual duties you performed.

+ Your level of responsibility.

Required Question

Employer

Commonwealth of Pennsylvania

Address

613 North Street

Harrisburg, Pennsylvania, 17120

Website

http://www.employment.pa.gov