CONTRACTING AND ACQUISITIONS AGENT
Basic Purpose:
Positions in this job family are assigned
responsibilities involving the acquisition of goods and services for an
institution or agency.
Typical functions:
The functions within this job family will vary by
level, but may include the following:
·
Drafts specifications
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 contract
administration, including but not limited to, monitoring contractor compliance
with contract specifications, monitoring contractor expenditures, reviewing
claims, and ensuring timely submission reports.
·
Supervises and trains
subordinate personnel.
·
Advises agency
personnel on departmental rules, DCS 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
Department of Central Services.
LEVEL DESCRIPTORS:
The Contracting and Acquisitions Agent job family
consists of four levels which are distinguished by the level of complexity of
specific job assignments, the extent of responsibility assigned for a specific
task, the level of expertise required for the completion of assigned tasks, and
the responsibility assigned for the supervision of others.
This is the basic level of this job family where
employees are assigned responsibilities for beginning level professional and
technical work related to contracting and the procurement of goods and services
for an institution or agency.
Responsibilities may include reviewing and processing requisitions,
making recommendations concerning purchases, preparing bid specifications,
contracts and requisitions, and maintaining files.
Knowledge, Skills and Abilities required at this level include knowledge of the
maintenance of complex records; of business communications, including grammar,
punctuation, and spelling. 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 a bachelor’s
degree; or an equivalent combination of education and experience, substituting
one year of technical experience in purchasing or in writing and/or reviewing
purchase requisitions or specifications, for each year of the required
education.
This is the career level where employees perform
responsible professional and technical work at the full performance level
involving the contracting and procurement of goods and services for a state
agency or institution. Responsibilities
consist of a variety of technical and administrative tasks of a general nature
related to the solicitation and review of bids, evaluation of products and
services, preparing contracts, and the development of standard specifications
and requisitions for products and services. As well as serving as liaison to
various vendors and advising agency personnel on the provisions of the Central
Purchasing Act and rules and regulations related to contracting and purchasing.
Knowledge, Skills and Abilities required at this level include those identified in
Level I plus knowledge of acquisition methods and procedures pertaining to the
acquisition of a wide variety of goods and services; of recent developments,
trends and economic factors affecting acquisition of goods and services; of
factors involved in writing specifications; of competitive bid methods and
procedures; of State Purchase laws and regulations; of commodity and service
markets, pricing methods and market resources, of office procedures and
practices; .and of public relations.
Ability is required to identify sources of supply; to communicate
effectively, both orally and in writing; to conduct several projects
simultaneously; to evaluate bids and award contracts; and to write and review
purchase specifications and requisitions.
Education and Experience requirements at this level consist of those
identified in Level I plus one year of experience involving contracting and
purchasing.
NOTE: Experience should include the
following procedures: 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.
Level III Code: F14C Salary
Band: J
This is the specialist level of
this job family where employees are assigned independent responsibilities
involving the acquisition of goods and services for an institution or
agency. This may include responsibility
for completing all related actions concerning competitive bidding or
negotiation; for evaluation of proposals; for analyses of products; for
disapproval or termination of contracts; and for insuring compliance with all
legal and regulatory requirements concerning contracting and purchasing.
Knowledge, Skills and
Abilities required at this level
include those identified in Level II plus knowledge of acquisition
administration principles and practices. Ability is required to monitor
contract performance.
Education and Experience requirements at this level consist of those
identified in Level II plus one additional year of qualifying experience.
Level IV Code: F14D Salary
Band: K
This is the leadership level
where employees perform highly responsible work involving the acquisition of
goods and services for an institution or agency under the Central Purchasing
Act. They will direct and supervise the
work of assigned staff in activities related to the acquisition of goods and
services, such as reviewing requisitions, soliciting bids, evaluating proposals,
developing specifications, and approving contracts.
Knowledge, Skills and Abilities required at this level include those identified in
Level III plus knowledge of supervisory principles and practices. Ability is required to supervise the work of
others.
Education and Experience requirements at this level consist of those
identified in Level III plus one additional year of qualifying experience.
SELECTIVE QUALIFICATIONS:
Based upon the position to
be filled, applicants may be required to possess one year of experience in the
purchasing of products or services for which the position is assigned
responsibility.
SPECIAL REQUIREMENTS:
Applicants must be willing
and able to fulfill all job-related travel normally associated with this
position.
Some positions within the
Oklahoma Department of Transportation may require certification as a Certified
Procurement Officer (CPO).
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.