Contracting and Acquisitions Agent

Contracting and Acquisitions Agent

Requirements

• Three years technical clerical work; or an equivalent combination of education and experience (Level I)
• Three years technical clerical work plus one year of experience involving contracting and purchasing; or an equivalent combination of education and experience (Level II)
• Three years technical clerical work plus two years of experience involving contracting and purchasing; or an equivalent combination of education and experience (Level III)
• Knowledge of the maintenance of complex records; and of business communications, including grammar, punctuation, and spelling (Level I)
• Knowledge of acquisition methods and procedures pertaining to the acquisition of a wide variety of goods and services; of recent developments, trends and economic factors affecting acquisition of goods and services; of factors involved in writing specifications; of competitive bid methods and procedures; of State Purchase laws and regulations; of commodity and service markets, pricing methods and market resources, of office procedures and practices; and of public relations (Level II)
• Knowledge of acquisition administration principles and practices (Level III)
• Ability to establish and maintain effective working relationships with others; to interpret and handle routine decisions in accordance with agency policy; to follow oral and written instructions; to identify sources of supply; to communicate effectively, both orally and in writing; to conduct several projects simultaneously; to evaluate bids and award contracts; to write and review purchase specifications and requisitions; and to monitor contract performance (Level III)

Responsibilities

• Coordinate daily purchasing activities as requested for multiple divisions of the OSBI.
• Process simple purchases by determining best method and vendor for the procurement process.
• Work with the OSBI divisions and make recommendations regarding bidding practices, assist with preparation of complex bids and write and/or edit bid specifications as required.
• Aide, assist and review end-user bid specifications with OMES for purchases over agency authority limit.
• Aides, assists and reviews bid solicitations for determining the lowest and best responsive bidder for contract award.
• Responsible for contract administration for divisions of the OSBI, including tracking expiration dates of annual contracts.
• Drafts specifications and reviews specifications and requisitions developed by other divisions of the agency; determines method of acquisition.
• Maintains bidder lists, product and services information, supplier information, and acquisition records.
• Conducts bidder conferences and bid openings; tabulates and evaluates bids; recommends awards; mediates disputes.
• Makes recommendations to management concerning products and services and available sources of supply.
• Performs contract administration, including but not limited to, monitoring contractor compliance with contract specifications, monitoring contractor expenditures, reviewing claims, and ensuring timely submission reports.
• Supervises and trains subordinate personnel.
• Advises agency personnel on departmental rules, Central Purchasing regulations and laws; provides technical guidance and training to agency staff and vendors.
• Represents the agency at public and private sector meetings to explain the functions, procedures and legal guidelines concerning state purchases and contracts.
• Acts as liaison to Central Purchasing.

Preferred Qualifications

• Willingness and ability to fulfill all job-related travel normally associated with this position.
• Possession or ability to obtain certification as a Certified Procurement Officer (CPO) no later than eleven months from the date of appointment.
• Willingness to submit to a drug screen, polygraph examination, psychological evaluation (commissioned positions only), and a thorough background investigation.