State Purchasing Standards Analyst

Ohio Department of Administrative Services•Columbus, OH

11h•Onsite

About The Position

This role involves conducting procurement activities to secure a wide range of goods and services for state agencies. The analyst will receive and analyze written requests, review specifications, and recommend appropriate procurement methods. They will conduct research to ensure specifications meet agency needs and maximize competition, prepare formal bid documents, and review potential bidders. The position requires responding to questions regarding bids and processes, creating specifications in conjunction with customer agencies, and reporting to the State Emergency Operations Center (SEOC) as assigned for resource support and logistics during impacted areas. The analyst will receive bid responses in the state's electronic procurement system, compile tabulations, recommend contract awards, and prepare correspondence to bidders. Additionally, the role involves responding to exceptions filed by agencies or contractors, researching complaints, negotiating resolutions, and answering questions on procurement policies. Maintaining current knowledge of industry and procurement trends, managing procurement records, and communicating with various agencies electronically are also key responsibilities. Training and development are required after employment, including obtaining and maintaining specific certifications (CPPB or COPA) within defined timelines.

Requirements

24 mos. exp. in purchasing/procurement position that involved reviewing requisitions, writing invitations-to-bid, evaluating vendor response & communication with vendors & customers.
Or completion of program coursework for associate degree in one of previously stated areas of study; 6 mos. exp. in purchasing/procurement position that involved reviewing requisitions, writing invitations-to-bid, evaluating vendor response & communicating with vendors & customers.
Or completion of undergraduate program core coursework in public or business administration, purchasing, materials management, contracting, acquisition management, logistics or other purchasing related field.
Or equivalent of Minimum Class Qualifications For Employment noted above.
Knowledge of DAS & state purchasing policies & procedures (i.e., Ohio Revised Code, Ohio Administrative Code)
Knowledge of DAS/GSD government structure & process
Knowledge of Generally accepted procurement practices
Knowledge of State Emergency Operations Center protocol
Skill in Operation of personal computer & office system software (e.g., MS Word, Excel)
Skill in Use of Internet to extract information
Ability to Carry out detailed written or oral instructions
Ability to Deal with problems involving several variables
Ability to Apply principles to solve practical, everyday problems
Ability to Comprehend & record figures accurately
Ability to Cooperate with co-workers on group projects
Ability to Handle sensitive inquiries from agencies & general public
Ability to Maintain accurate records
Ability to Prepare meaningful, concise, & accurate reports
Ability to Use proper research methods in gathering data
Ability to Proofread technical materials recognize errors & make corrections
Ability to Calculate fractions, decimals, & percentages

Nice To Haves

Must obtain a Certified Professional Public Buyer (CPPB) or Certified Ohio Procurement Agent (COPA) certification within one (1) year of eligibility, or within four (4) years of accepting position in this classification, whichever comes first.
CPPB certification & COPA certification must be maintained through recertification every five (5) years as required by the Universal Public Purchasing Certification Council for the CPPB, & the Ohio Public Procurement Certification Council for the COPA. Failure to obtain or maintain certification is cause for removal.

Responsibilities

Conducts procurement activities in order to secure a wide range of goods & services for state agencies
Receives & analyzes written requests from agencies
Performs initial review of specifications & other requirements of purchase & recommends appropriate method of competitive selection &/or recommendation for a Release & Permit if the procurement cannot be made by DAS
Conducts necessary research to insure that specifications & related requirements correspond with current industry trends to insure that agency needs will be properly met & to maximize competition among bidders
Prepares formal bid documents using a personal computer incorporating terms, conditions, & other requirements required by law (e.g., FDA & USDA regulations) & DAS policies & procedures to maximize chances for an effective award
Reviews listings of registered & recommended bidders who may have interest in bidding on purchase
Responds to questions regarding bid or process that may arise
Creates & develops specifications for commodities in conjunction with customer agencies
Reports to State Emergency Operations Center (SEOC) as assigned to provide resource support & logistics for impacted areas
Receives bid responses in the State’s electronic procurement system & performs all activities as required by law & DAS policies & procedures associated with evaluation of bid responses
Compiles bid tabulations & final contract documents on a personal computer
Recommends contract award to lowest responsive & responsible bidder & forwards to supervisor for approval
Prepares correspondence to notify bidders of contract awards, bid disqualifications, & related matters associated with procurement
Responds to Exceptions filed by customer agencies &/or contractors relating to contract performance &/or compliance matters
Performs necessary research to validate basis for complaint & assists in negotiation of a resolution of issue between customer agency & contractor
Responds to questions on procurement policies & procedures from customer agencies, bidders, & general public
Maintains a current working knowledge of industry/business & procurement trends through daily contacts & industry publications
Maintains records for procurement activity & provides reports as required
Utilizes personal computer or other electronic means to communicate with customer agencies, business communities, & other governmental agencies on matters related to procurement of supplies & services