PROCUREMENT SPECIALIST I

State of careers Rhode Island

About The Position

GENERAL STATEMENT OF DUTIES: Within the Department of Administration (DOA) Division of Purchases, to perform a wide variety of procurement and contracting activities of assigned commodities; to assist in developing and administering Public Invitations for Bid and other competitive solicitations; to review routine department/agency purchase requests to ensure accuracy, completeness and compliance with existing specifications and proper purchasing procedures; to identify the need for and to obtain additional clarifying information from points-of-contact at agencies and departments; to serve as a liaison to users, vendors and/or the public regarding routine questions and problems; to provide accurate and courteous guidance on Division processes and activities; to accurately prepare purchase orders; to prepare specifications for bidding; to be individually responsible for procurement for assigned classes of products and services; and to do related work as required.

Requirements

Operational familiarity of State procurement laws, administrative rules, regulations and procedures; knowledge of the principles, practices, and procedures involved in the procurement of goods and services; knowledge of roles and responsibilities across the procurement lifecycle and resources available that guide procurement processes; a knowledge of standard analytical, statistical, and research principles; the ability to apply analytical techniques to interpret and evaluate a broad spectrum of data; the ability to support, select and define procurement or contract management activities; the ability to prepare clear and effective verbal and written reports and presentations; and the ability to establish and maintain effective working relationships with users and vendors; working knowledge of Windows Operating Systems, usage of a personal computer (PC) and standard desktop office tools; the capacity to navigate a computer while on the telephone and/or while providing in-person assistance; the ability to provide clear and accurate information to users, department/agency officials, vendors and other interested parties; the ability to interact with others in a professional, tactful and courteous manner; the ability to identify and recognize specific information from a mass of data; the ability to efficiently and effectively navigate an integrated digital software package; the ability to work well in a collaborative team environment, with client agencies as well as work independently; the ability to maintain confidentiality, while being well organized, manage and prioritize delegated tasks, meet deadlines, and adapt quickly to shifting priorities; the ability to possess and maintain a valid driver's license for use of state-owned vehicle, for attendance at regional trainings and conferences, and use of other modes of transportation for attendance at out-of-state destinations; the ability to maintain compliance with the Rhode Island Code of Ethics; and related capacities and abilities.
Education: Possession of a high School diploma or GED; and Experience: A minimum of five (5) years of employment in a public or private organization’s business office involving the purchase and/or procurement of goods and/or services.
Or, possession of an Associate’s degree from a college of recognized standing in business administration or a closely related field and a minimum of three (3) years of employment in a public or private organization’s business office involving the purchase and/or procurement of goods and/or services;
Or, possession of a bachelor’s degree from a college of recognized standing in business administration, supply chain management or a closely related field. A minimum of one (1) year of employment experience in the purchasing and procurement of goods and services.
Or, possession of an Associate’s degree from a college of recognized standing in Business Administration, Purchasing or a related field and at least three (3) years of employment experience in the purchasing and procurement of goods and services.

Responsibilities

Within the Department of Administration (DOA) Division of Purchases, to perform a wide variety of procurement and contracting activities of assigned commodities; to assist in developing and administering Public Invitations for Bid and other competitive solicitations; to review routine department/agency purchase requests to ensure accuracy, completeness and compliance with existing specifications and proper purchasing procedures; to identify the need for and to obtain additional clarifying information from points-of-contact at agencies and departments; to serve as a liaison to users, vendors and/or the public regarding routine questions and problems; to provide accurate and courteous guidance on Division processes and activities; to accurately prepare purchase orders; to prepare specifications for bidding; to be individually responsible for procurement for assigned classes of products and services; and to do related work as required.
To develop and administer basic Request for Quote (RFQ) and basic Request for Proposals (RFP) Public Invitations for Bid and other competitive solicitations with supervision as required including reviewing submissions for adherence to submission guidelines.
When required, prepare or revise solicitation drafts for compliance.
To review routine department/agency purchase requests to ensure accuracy, completeness and compliance with existing specifications and proper purchasing procedures.
To identify the need for and to obtain additional clarifying information from points-of-contact at agencies and departments.
To serve as a liaison to agency users, vendors and/or the public regarding routine questions and problems and advice and instruct these entities on vendor registration and procurement policies and procedures.
To provide accurate and courteous guidance on Division processes and activities.
To review vendor quotations to determine conformance to specifications under supervision of more experienced staff.
To evaluate bid responses to determine technical merit, responsiveness to specified requirements, and general capability and capacity of bidders, and on this basis to determine the lowest responsive price offer for the request.
To conduct initial review of Sole Single Source or Notice of Intent submissions including gathering and ensuring proper documentation.
To review requisitions, create bid preparation instructions, initiate bid preparation, authorize bids, analyze bid responses, award bids, initiate and release purchase orders and change orders,
To assist user agencies in developing the documentation necessary for successful purchases and to educate users as to the options available for various types of procurement.
To advise and instruct users and vendors with respect to use of Ocean State Procures (OSP) and/or any other digital purchasing software and platforms used in the Division including vendor registration, vendor lists, commodity lists, obtaining Master Price Agreements, bids, bid results, rules and regulations and other information.
Assist with the preparation and management of electronic files for audit purposes.
To assist junior staff with onboarding or training activities.
To assist senior staff and do related work as required.

Benefits

For information regarding the benefits available to State of Rhode Island employees, please visit the Office of Employee Benefits' website at http://www.employeebenefits.ri.gov/.
Also, be advised that a new provision in RI General Law 35-6-1 was enacted requiring direct deposit for all employees. Specific to new hires, the law requires that all employees hired after September 30, 2014 participate in direct deposit. Accordingly, any employee hired after this date will be required to participate in the direct deposit system. At the time the employee is hired, the employee shall identify a financial institution that will serve as a personal depository agency for the employee.

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