Procurement Officer (Purchaser 2)

State of Montana • Helena, MT

22d • Hybrid

About The Position

The State of Montana has a decentralized human resources (HR) system. Each agency is responsible for its own recruitment and selection. Anyone who needs a reasonable accommodation in the application or hiring process should contact the agency's HR staff identified on the job listing or by dialing the Montana Relay at 711. Montana Job Service Offices also offer services including assistance with submitting an online application. State government does not discriminate based on race, color, national origin, religion, sex, sexual orientation, gender identity or expression, pregnancy, childbirth or medical conditions related to pregnancy or childbirth, age, physical or mental disability, genetic information, marital status, creed, political beliefs or affiliation, veteran status, military service, retaliation, or any other factor not related to merit and qualifications of an employee or applicant. Minimum Qualifications (Education and Experience): The knowledge, skills, and abilities of this position are normally attained through a bachelor’s degree in business, public administration, communication, or related field and 2 years of government procurement job-related work experience. Other combinations of education and experience will be considered on a case-by-case basis. THE OUTSIDE IS IN US ALL. Announcement: Please remember to attach the required documents listed in this announcement. Resume Cover Letter Applications missing the requested documents will be considered incomplete and may not progress further in the process. Documents not requested will not be considered in the recruitment process. The State Application is not a substitute for a Resume. This position closes at 11\:59 PM Mountain Time on December 24, 2025. You must apply through the State of Montana Career site. Special Information: This position may be eligible for a statutory base pay increase of $1.00 an hour effective July 1, 2026. Identity of applicants who become finalists may be releases to the public if the Department deems it necessary. Employees who exceed 1,040 hours in a calendar year are also provided health, dental and life insurance. Other benefits include retirement, paid vacation, sick and holidays. This position may be covered by a VEBA (Voluntary Employee Beneficiary Association). A successful applicant will be subject to a background investigation. Women and minorities are under-represented in this job category and are encouraged to apply. Telework (if applicable): You must reside in Montana (or move to Montana) to accept this position. In this position you will be afforded the opportunity to telework, however there will be required weekly in-office day(s) in Helena. Specific conditions will be outlined as part of the job offer and must adhere to state policy. Specific Job Information: This position manages complex procurement and service contracts under a Level 2 Delegation Agreement with the Department of Administration’s State Procurement Division. It requires independent judgment and close coordination with the State Procurement Division, Agency Procurement Officer (APO), and internal staff. The role supports department-wide purchasing needs and fosters a deep understanding of specialized requirements for Fish, Wildlife & Parks operations.

Requirements

• The knowledge, skills, and abilities of this position are normally attained through a bachelor’s degree in business, public administration, communication, or related field and 2 years of government procurement job-related work experience.
• In-depth understanding of Montana’s procurement statutes, rules, and policies.
• knowledge of Government contract structures, risk mitigation strategies, and compliance requirements.
• Knowledge of required documentation related to procurement.
• Experience with Montana’s Statewide Accounting, Budgeting, and Human Resource System (SABHRS) and Montana Acquisition & Contracting System (eMACS)
• knowledge of business communication practices.
• knowledge of word processing, proofreading and editing.
• Knowledge of insurance practices and procedures.
• Thorough knowledge in the use of operating a calculator, personal computer using e-mail, work processing utilizing State standard software programs.
• This position demands a high degree of skill and ability to communicate effectively, both orally and in writing.
• Ability to act with initiative and good judgment; interpret and apply written regulations; assemble, analyze and compile information for reports and contracts; evaluate requests and plan, prioritize and organize according to tight deadlines, managing multiple projects or changing priorities, paying close attention to detail and accuracy; produce complex word processing projects following oral and written instructions; plan, prioritize and complete work on a timely basis with minimal direction; establish and maintain cooperative relations with those contacted in the course of Bureau work.
• Ability to read and comprehend statutes, regulations, policies and procedures, apply them to specific situations and explain procedures and requirements to the public and others.
• Ability to search for, select and compile/summarize data and information; compare data from a variety of sources for accuracy and completeness, identify discrepancies or inaccuracies and make corrections.
• Ability to work independently and perform multiple assignments with minimal direction.
• Ability to answer questions and determine appropriate course of action relative to incoming messages, calls or requests.
• Ability to maintain files and retrieve documents.
• Ability to analyze situations accurately and take prompt, effective action.

Responsibilities

• Provide procurement services to the department in the procurement of a variety of commodities and services from the commercial sector.
• Responds to inquiries and direct contacts, providing information requiring considerable interpretation and explanation of all state and department policies, procedures, and purchasing laws (MCA and Administrative Rules). Requires considerable tact and discretion in sensitive areas.
• Records requisition and solicitation information accurately into a statewide procurement/contract system (currently Montana Acquisition & Contracting System (eMACS), reviewing at the end of the procurement process to assure all information required has been entered and/or uploaded.
• Educates department employees on procuring goods and services using the formal bids/proposals as defined in the Procurement Rules and our level 2 delegation agreement; ensures all purchasing laws are being followed.
• Develops bid solicitation documents, including purchase orders, limited solicitations, and formal bids and proposals, and contracts: · Researches using available resources to obtain specification information, terms and conditions, contract requirements, and evaluation criteria. Specifications are researched and analyzed to insure they are written within policy and the procurement laws, and if not, it will require the rewriting of specifications to allow for a competitive bid process. · Utilizes the correct form for each solicitation scenario in addition to the proper formatting techniques, which includes entering bid solicitations into eMACS. · Utilizes the functionality of the eMACS to assist vendor’s use of the system to submit their bids electronically. · Reviews all procurement related documents for accuracy and accordance with state procurement laws.
• Prepares documents for distribution through eMACS
• Conducts public bid openings and/or attends evaluation committee meetings that require an extensive knowledge of procurement policies, procedures, and laws.
• Prepares bid tabulation information to be used in determining awards: · Researches solicitation responses received, bringing any ambiguities to light and contacting vendor(s) for clarification. · Reviews resulting document for 100% accuracy.
• Manages the contract award process: · Develops contract documents, using the correct form for the type of contract award being used, in addition to the proper formatting techniques. · Runs State and Federal debarments to make sure the vendor has no judgment against them and are clear to do business. · Notifies the applicable requestor of contract awards. · Enters pertinent contract information into the contract monitoring database (currently Total Contract Management TCM) for monitoring throughout the contract life. · Reviews all contract requirement documents received for compliance with all regulations and enters the information into TCM. · Conducts ongoing and monthly reviews of contracts to track expiration and renewal timelines, ensuring all insurance and security documentation remains current and valid throughout the contract term. · Prepares renewal correspondence for those contracts nearing expiration or whose insurance and security documents have expired.
• Responsible for all bid and contract performance securities received: · Verifies and logs all bid and contract performance security forms received. Works in conjunction with the State Auditor for authorization that each bond received is licensed to do business with the State of Montana. · Authorizes the return of negotiable securities from the State Treasury to contractor. Upon completion of contracts, prepares correspondence indicating contract completion dates and dollar amounts to be returned to the contractors
• Prepares purchase order adjustments to correct contract information, extend contract dates, adjust purchase order totals, correct vendor information, etc. upon agency notification as needed.
• As required, attends bidder conferences, Purchasing Users Group meetings, attends and participates in training sessions for the department.
• Stays current on all policies & procedures and matters relating to State procurement laws and policies through meetings, reading material, projects, training, self-help, on-line training, etc.
• Maintains proficiency in the use of computer systems, office software programs and upgrades.
• Maintains effective, professional working relationships by providing timely liaison and assistance services to other agencies, vendors, and the general public.

Benefits

• Employees who exceed 1,040 hours in a calendar year are also provided health, dental and life insurance. Other benefits include retirement, paid vacation, sick and holidays.
• This position may be covered by a VEBA (Voluntary Employee Beneficiary Association).

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 101-250 employees