Contracting and Acquistions Agent

State of Oklahoma•Oklahoma City, OK

3d•Onsite

About The Position

Basic Purpose Positions in this job family are assigned responsibilities involving the procurement, purchasing, contracting and/or the acquisition of goods and services for an institution or agency. Typical Functions Performs the assigned duties of a procurement specialist. This includes but is not limited to the lifecycle of the procurement process; planning, managing, and purchasing goods and services from external suppliers and sources, evaluating and negotiating contracts, and purchase orders. Performs the assigned duties of a purchasing specialist. This may include placing the order(s) for goods and services, selecting suppliers, negotiating contracts, monitoring supplier performance, and maintaining good relationships with the supplier. Drafts 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 the duties of a contract specialist and may negotiate, write, monitor contractor compliance with all state and federal regulations and agency policies, evaluate contracts, monitoring contractor expenditures, reviewing, validates, and/or approves invoices/claims, and ensuring timely submission reports. Performs the duties of an acquisition specialist and may be assigned the responsibilities of identifying, evaluating, and negotiating potential acquisitions for an institution or state agency. 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. Supervises and trains subordinate personnel. Level Descriptor This is the specialist level of this job family assigned independent responsibilities involving in a specific area of the lifecycle, procurement, purchasing, contracts, and/or acquisition, of obtaining goods and services for an institution or agency. At this level employees may have a business title that denotes their expertise. Additional Job Description Position is located in the Management Services Division - Central/Dept. Services at DRS State Office in Oklahoma City. Essential Functions: Position assist the IT buyer with IT purchasing duties. Duties include: create and process requisitions and POs for IT purchases following all state and federal regulations; reconcile and pay monthly invoices via P-card or PO; process change orders; assist agency employees with postage meter issues, assist agency employees with copier issues; assist agency employees with Mitel desk phones. Applicant must be willing to perform all job-related travel. Trial period (if applicable) is required.

Requirements

Education and Experience requirements at this level consist of three (3) years of technical clerical work plus two (2) years of experience involving procurement, purchasing, contracting, or acquisition; or an equivalent combination of education and experience substitution is allowed for the three (3) years of technical clerical experience only.
Knowledge the procedures and practices for a specific aspect of the lifecycle for obtaining goods and services for an agency.
Ability to write and review documents related to obtaining goods and services for an agency to ensure compliance with all state and federal rules, state purchasing laws, and other legal mandates; and monitor contract performance.
State of Oklahoma Certified Procurement Officer (CPO).
Some agencies may require experience in sending out invitations to bid and making telephone bids, evaluating bids or telephone price quotes, awarding contracts and/or issuing purchase orders, working with users and understanding their needs and requirements and assuming the responsibility for the correct evaluation and determination of bids and proposals.
Applicants must be willing and able to fulfill all job-related travel normally associated with this position.
Persons appointed to positions within some agencies must possess or obtain certification as a Certified Procurement Officer (CPO) no later than eleven months from the date of appointment.
Some positions within some agencies may require certification as a Certified Procurement Officer (CPO).
Applicant must be willing to perform all job-related travel.
Trial period (if applicable) is required.
Applicants must be authorized to work in the U.S. now and in the future without employer sponsorship.

Nice To Haves

Experience with managing the full procurement lifecycle.
PeopleSoft experience.
PeopleSoft knowledge.
IT purchasing procedures per the State of Oklahoma Central Purchasing Act

Responsibilities

Performs the assigned duties of a procurement specialist.
Performs the assigned duties of a purchasing specialist.
Drafts 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 the duties of a contract specialist and may negotiate, write, monitor contractor compliance with all state and federal regulations and agency policies, evaluate contracts, monitoring contractor expenditures, reviewing, validates, and/or approves invoices/claims, and ensuring timely submission reports.
Performs the duties of an acquisition specialist and may be assigned the responsibilities of identifying, evaluating, and negotiating potential acquisitions for an institution or state agency.
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.
Supervises and trains subordinate personnel.
Position assist the IT buyer with IT purchasing duties.
Duties include: create and process requisitions and POs for IT purchases following all state and federal regulations; reconcile and pay monthly invoices via P-card or PO; process change orders; assist agency employees with postage meter issues, assist agency employees with copier issues; assist agency employees with Mitel desk phones.

Benefits

Generous state paid benefit allowance to help cover insurance premiums
A wide choice of health insurance plans with no pre-existing condition exclusions or limitations
Flexible spending accounts for health care expenses or dependent care
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
5% additional pay for the possession of an appropriate professional certification or licensure
Training opportunities to help meet CEU requirements