PROCUREMENT SPECIALIST I

State of careers Rhode Island

About The Position

This position will report to senior Health and Human Services (HHS) Team leadership within the Division of Purchases and support the HHS agencies within a dedicated and highly specialized portfolio. The successful candidate will fulfill health and human services-based programmatic and services requirements, including learning and ultimately demonstrating competency in the full cycle of solicitations, agency procurement planning, initiation and execution of solicitations, evaluation and recommendation process, procurement insurance and contractual conditions, contract negation, legal review process, award process and contract management with agency engagement. Requires basic knowledge of State of Rhode Island procurement business processes and regulations/ General Conditions of Purchase, combined with the talent to unite that knowledge with competent advice and guidance for excellent customer service and to assist with high-level problem solving. Must maintain confidentiality, be well-organized, independently manage and prioritize delegated tasks while collaborating with team members, meet deadlines, and adapt quickly to shifting priorities. Provide guidance to State agencies and others for complicated or emergency procurements within existing procurement/financial system environments. Initiate and complete special projects as assigned. Expected to work well in a collaborative team environment, with client agencies, and independently. Must possess demonstrated proficiency with Information Technology and Information Technology Services including Microsoft/Adobe products and Office platform. Position will conduct primary duties and functions in the State ERP and eProcurement systems.

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
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
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
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 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