Admin Programs Officer

State of Oklahoma • Oklahoma City, OK

1d • Onsite

About The Position

The Admin Programs Officer is responsible for planning, coordinating, and administering procurements related to construction projects, facilities operations, maintenance services, capital improvements, and leasing agreements. The position manages procurement and contracts for construction, facilities, and building operations projects and services, and serves as a liaison among agency programs, facilities personnel, architects, engineers, contractors, inspectors, suppliers, and external oversight agencies. The role is based in the Management Services Division - Central/Department Services at the DRS State Office in Oklahoma City.

The officer prepares, reviews, processes, and maintains procurement documents, including requisitions, specifications, solicitations, bids, contracts, purchase orders, amendments, change orders, and closeout records. The position monitors contract terms, renewals, supplier compliance, project milestones, approvals, encumbrances, deliverables, payments, and procurement risks; tracks projects from acquisition planning through contract closeout using project management tools; and processes lease agreements, renewals, invoices, and related payment documentation. The officer also participates in procurement and project meetings, provides management with updates, maintains auditable records, identifies and escalates compliance or contractor-performance concerns, and helps develop procurement tracking systems and reporting tools.

The role requires a Certified Procurement Officer (CPO) certification. Applicants must be willing and able to perform job-related travel. A criminal background check is required for new hires, and applicants must be authorized to work in the United States without employer sponsorship. A trial period may be required if applicable.

Requirements

• Bachelor's degree and four years of professional experience in business or public administration, including one year in a supervisory or administrative capacity; or an equivalent combination of education and experience, substituting one year of technical administrative or professional experience in business or public administration for each year of required education.
• No substitution is allowed for the required professional-level experience in a supervisory or administrative capacity. Technical administrative experience may substitute for only one year of the required experience and involves highly complex clerical work under the direct supervision of a professional supervisor or manager.
• Certified Procurement Officer (CPO) certification.
• Knowledge of public procurement principles, laws, regulations, policies, procedures, and ethical standards governing construction, facilities, and building operations acquisitions.
• Knowledge of construction contracting, facility maintenance operations, lease administration, competitive solicitation methods, and contract lifecycle management.
• Ability to interpret and apply laws, regulations, policies, contracts, specifications, scopes of work, lease agreements, and procurement requirements.
• Ability to plan, coordinate, and manage multiple construction, facilities, and procurement projects while meeting deadlines and performance objectives.
• Ability to analyze procurement, contractual, financial, operational, and compliance issues; identify risks; and develop recommendations and solutions.
• Ability to establish and maintain effective working relationships with agency personnel, contractors, architects, engineers, suppliers, regulatory agencies, and other stakeholders.
• Ability to communicate effectively and provide professional customer service.
• Skill in developing, administering, and maintaining solicitations, contracts, purchase orders, amendments, change orders, and other procurement and contract documents.
• Skill in maintaining accurate, complete, and auditable records, monitoring contract and supplier compliance, and ensuring adherence to procurement and documentation requirements.
• Willingness and ability to perform all job-related travel.
• Authorization to work in the United States now and in the future without employer sponsorship.
• Successful criminal background check as a condition of employment.

Nice To Haves

• Experience administering construction, facilities, maintenance, or capital improvement procurements.
• Experience developing and administering Requests for Proposals (RFPs), Invitations to Bid (ITBs), and Requests for Quotations (RFQs).
• Extensive knowledge of PeopleSoft.

Responsibilities

• Plan, coordinate, and administer procurements related to construction projects, facilities operations, maintenance services, capital improvements, and leasing agreements.
• Administer and manage procurements and contracts for construction, facilities, and building operations projects and services.
• Procure construction-related services, including HVAC and generator maintenance, janitorial services, pest control, grounds maintenance, snow removal, and fire-suppression systems.
• Prepare, review, process, and maintain procurement documents, including requisitions, specifications, solicitations, bids, contracts, purchase orders, amendments, change orders, and closeout records.
• Monitor contract terms, purchase orders, renewals, and supplier compliance requirements.
• Track procurement projects from acquisition planning through contract closeout using project management tools.
• Monitor project milestones, approvals, encumbrances, deliverables, renewals, and pending procurement actions.
• Lead or participate in project, procurement-status, pre-bid, pre-construction, and contractor meetings.
• Update management on solicitation status, contract awards, project progress, payments, and procurement risks.
• Serve as the primary procurement liaison among agency programs, facilities personnel, architects, engineers, contractors, inspectors, and external oversight agencies.
• Coordinate with suppliers and contractors to obtain required documentation and resolve contract administration issues.
• Process lease agreements, lease renewals, purchase-order renewals, and related procurement documentation.
• Review, reconcile, and process lease invoices and related payment documentation.
• Maintain complete, accurate, auditable procurement and project records; monitor procurement compliance; and elevate risks, contractor-performance concerns, and potential noncompliance issues.
• Assist in developing and maintaining procurement and project tracking systems and reporting tools.
• Provide professional customer service and timely communication to internal and external stakeholders.
• Plan, organize, and direct assigned agency programs or functions; advise personnel and the public on applicable departmental rules and regulations; and prepare administrative, statistical, or fiscal documents as assigned.
• Provide staff direction or supervision, advise on resource requirements and program priorities, develop policies and procedures, conduct training or meetings, represent the agency, and review proposed legislation as applicable to the job family.

Benefits

• State-paid benefit allowance to help cover insurance premiums.
• Choice of health insurance plans with no pre-existing condition exclusions or limitations.
• Flexible spending accounts for health care or dependent care expenses.
• Employee assistance programs and health and fitness programs.
• 11 paid holidays.
• 15 days of vacation and 15 days of sick leave for the first year.
• Retirement Savings Plan with a generous match.
• Longevity bonus for years of service.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager