CONTRACTING AND PROCUREMENT OFFICER


BASIC PURPOSE:

Positions in this job family are assigned responsibilities at the Department of Central Services involving the awarding of contracts for the procurement of products and services for multiple state agencies, departments and institutions.

TYPICAL FUNCTIONS:

The functions within this job family will vary by level, but may include the following:

•    Assists in the preparation and revision of specifications and technical bid documents; schedules and assigns closing dates for bid replies.
•    Compiles and maintains a qualified bidders list.
•    Monitors contract activity, prepares usage reports.
•    Assembles, tabulates and summarizes competitive bid replies.
•    Organizes and maintains contract records until final disposition.
•    Composes and prepares routine correspondence and reports; interviews callers, schedules conferences.
•    Evaluates bids for compliance with specifications; evaluates bidder’s capacity to perform and comply; recommends award of contracts to responsible bidder with lowest bid;          assists in the development and maintenance of new statewide contracts.
•    Makes recommendations to management concerning products and services and available sources of supply.
•    Studies catalogues, trade publications and purchasing manuals; participates in on-going training programs.
•    May conduct random reviews of agency purchase orders; ensures compliance in competitive contracting process with state laws and related rules and regulations.
•    Establishes and maintains contracts; exercises delegated signature and contracting authority.
•    Reviews requisitions submitted by state agencies to determine requirements; directs preparation of bid specifications; assists agencies in modifying requisitions and                       specifications; maintains vendor lists and records of suppliers and products and services.
•    Serves as liaison between vendors, state agencies and Central Services; conducts prebid/pre-proposal conferences with prospective contractors; arbitrates disputes between         suppliers and agencies; recommends termination of contracts when appropriate.
•    Advises agency personnel on departmental rules, regulations and laws; assists agencies in the development of procedures to ensure conformance.
•    Plans and directs the work of a specialized staff; reviews and approves open market and contract awards made by staff; develops and monitors policies and procedures for         the administration of multiple state contracts.
•    Represents the agency at public and private sector meetings.

LEVEL DESCRIPTORS:

The Contracting and Procurement Officer job family consists of four levels which are distinguished based on the complexity of the work assigned, the level of expertise required to perform assigned duties and the responsibility assigned for the supervision of others.

Level I:                Code:  F10A            Salary Band:  H

At this level incumbents primarily perform duties and responsibilities involving technical and administrative support related to the contracting and procurement of goods and services for state agencies, departments and institutions.  This includes preparation of bids specifications, requisitions and contracts.  They will also perform routine technical work including reviewing and processing requisitions, advising agency personnel on departmental requirements and monitoring contract activity.  Functional supervision may be provided to clerical personnel assigned to assist on specific projects.

Knowledge, Skills and Abilities required at this level include knowledge of competitive bid procedures pertaining to the contracting and procurement of a wide variety of goods and services; of state purchasing laws and regulations; of the maintenance of complex records; of business communications including grammar, punctuation and spelling; and of business mathematics.  Ability is required to establish and maintain effective working relationships with others; to interpret and handle routine decisions in accordance with agency policy; and to follow oral and written instructions.

Education and Experience requirements at this level consist of three years of technical clerical work; or an equivalent combination of education and experience.

 
Level II:            Code:  F10B            Salary Band:  J

This is the first professional level within this job family where incumbents perform a variety of technical and administrative tasks of a general nature involving the solicitation and review of bids, evaluation of products and services, preparation of contracts and the development of standard specifications and requisitions for products and services.  This includes serving as a liaison to various agencies and advising agency contracting and acquisitions agents on provisions of state laws and rules and regulations at the Department of Central Services.

Knowledge, Skills and Abilities required at this level include knowledge of contracting methods pertaining to the procurement of a wide variety of goods and services; of state purchasing laws and regulations; and of assigned commodities or services sources of supply, recent developments and trends and economic factors affecting procurements.  Ability is required to write and review purchase specifications and requisitions; to evaluate bids and award contracts; to identify sources of supply; to monitor contract performance; to establish and maintain effective working relationships with others; and to communicate effectively, both orally and in writing.

Education and Experience requirements at this level consist of those identified at Level I and two years of technical experience in contracting and/or procurement.

Level III:            Code:  F10C            Salary Band:  K

This is the full performance professional level within this job family where incumbents are assigned responsibility for a specified grouping of products and services and for completing all related actions concerning competitive bidding, evaluations of bids, analysis of products, compliance with legal and regulatory requirements and recommendations for approval, disapproval or termination of contracts.  At this level incumbents may directly supervise a Level I employee and may provide functional supervision and training to Level II employees, as assigned.

Knowledge, Skills and Abilities required at this level include knowledge of contracting methods related to a wide variety of goods and services; of contract administration principles and practices; of state purchasing laws and regulations; of assigned commodities and services, sources of supply, recent developments, trends and improvements in products and economic factors affecting procurements; and of supervisory principles and practices.  Ability is required to write and review purchase requisitions and specifications; to evaluate bids and award contracts; to identify sources of supply; to monitor contract performance; to respond to the needs of users; to establish effective working relationships with others; and to communicate effectively both orally and in writing.

Education and Experience requirements at this level consist of those identified at Level II and three years experience as a purchasing agent or buyer,* one of which was in the employ of a government entity.

*The minimum qualifications include the statutory requirements set forth in Title 74 O.S. Section 85.3(J).

Level IV:            Code:  F10D            Salary Band:  L

This is the professional leadership level of this job family where incumbents are responsible for the management of contracting functions for specified commodities state laws, and related rules and regulations.  They will direct the work of an assigned team in reviewing requisitions, soliciting bids, evaluating proposals, developing specifications and approving contracts.  Supervision will be provided to professional, technical and clerical personnel involved in the contracting function.

Knowledge, Skills and Abilities required at this level include knowledge of contracting methods pertaining to the procurement of a wide variety of goods and services; of contract administration principles and practices necessary to monitor contractor performance and resolve disputes; of state purchasing laws and regulations; of assigned commodities and services, sources of supply, recent developments, trends and improvements in products and economic factors affecting procurement; and of supervisory principles and practices.  Ability is required to write and review purchase requisitions and specifications; to evaluate bids and award contracts; to identify sources of supply; to monitor contract performance and resolve disputes; to communicate effectively, both orally and in writing; to establish and maintain effective working relationships with others; and to manage work team dynamics and performance.

Education and Experience requirements at this level consist of those identified in Level III and one additional year as purchasing agent or buyer for a government entity.

NOTE:  Experience gained, such as owning or managing a business involved in the purchasing of supplies or equipment as a part of the general management duties or any other type of employment where purchasing or procurement duties were not the primary responsibility of the position, shall not be considered as experience as a buyer or purchasing agent.  Purchasing or procurement (buyer) duties shall include the following procedures:  sending out invitations to bid and making telephone bids, evaluating bids or telephone price quotes, awarding state contracts and/or issuing purchase orders, working with user agencies and understanding their needs and requirements and assuming the responsibility for the correct evaluation and determination of bids.

SELECTIVE QUALIFICATIONS:

Based upon the position to be filled, applicants may be required to possess one year of experience in the contracting of products or services for which the position is assigned responsibility.