Purchasing Officer-Oklahoma Historical Society

Oklahoma State Government•Oklahoma City, OK

2d•$65,000

About The Position

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. The functions performed in this job family will vary by level, unit and organization, but may include the following: 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. Levels are distinguished based on the complexity of assigned duties, the level of expertise required for completion of work assignments, and the responsibility assigned for the supervision of others. This is the advanced level of the job family responsible for technical and administrative freedom to plan, develop, and organize work assigned within broad program guidelines. At this level, incumbents will have advanced level responsibilities, tasks, and duties. This may include assigning funding, assisting in developing internal processes and procedures, determining the method of acquisition, and/or other advanced duties as assigned. At this level employees may be considered “Senior” level staff and have business titles reflecting their expertise.

Requirements

Knowledge of the procedures and practices for a specific aspect of the lifecycle for obtaining goods and services for an agency; principles and practices of sole source acquisitions; contract administration principles; budgeting and financial control.
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.
three (3) years of technical clerical work plus three (3) 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.
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.

Nice To Haves

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.
Experience with State Purchase Card program preferred, preferably a previous administrator.

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.