JOB TITLE: PROCUREMENT SPECIALIST 1

JOB CODE: 02710

SERIES NATURE OF WORK: The Procurement Specialist job series describes professional work in strategically sourcing and procuring goods and services, negotiating and administering related contracts, and implementing corrective actions for non-compliance.

DEFINITION: This is entry level professional and analytical work in the procurement of goods, supplies, equipment, and services.

An employee in this job analyzes procurement needs and advises program managers in the development, implementation, and evaluation of procurement contracts to meet those needs. Work involves participating with higher-level procurement managers or program staff in the development of requests for proposals and the evaluation of vendor proposals based on best value criteria. Work also includes providing guidance to vendors and program managers on procurement regulations, policies, and methods; assisting requestors in writing specifications, scope of services, or statements of work; developing sourcing strategies, solicitation methods, and other contractual elements; assisting in negotiating contract terms and conditions, including cost, delivery, performance, and technical requirements; monitoring contracts for compliance to negotiated terms; and working with legal and program staff to enforce procurement policies and recommend corrective actions against non-compliant vendors. Work is reviewed in progress and upon completion for adherence to established policies, procedures, and standards.

   DISTINGUISHING CHARACTERISTICS:

• Work in this job is distinguished from the Purchasing Agent job series by the responsibility to create and execute procurement contracts which require developing sourcing strategies, requests for proposals, and best value scoring criteria; participating in negotiating costs, performance-based standards, and other contract terms; interpreting and implementing procurement policies; and enforcing compliance by recommending corrective actions.

        • Positions may be responsible for managing, through subordinate supervisors, the warehouse or storeroom and purchasing functions for a field facility or institution.

EXAMPLES OF WORK: (NOTE: The examples of work are representative of the work, but every position classified to this job may not perform all examples of work listed. Conversely, this is not an all-inclusive list of work examples.):

• Analyzes procurement requests and researches sourcing strategies to determine best method of contracting for items or services.

• Interprets and applies procurement policy to proposed contract documents to determine appropriateness and makes amendments as needed for processing.

• Provides guidance to program staff in developing specifications, statements of work, scope of services, and other contract requirements.

• Participates in the negotiation process for new contracts resulting from requests for quotes or requests for proposals.

• Enforces vendor compliance with negotiated terms, conditions, relevant laws, and policies by writing cure letters, recommending stopping payment, or other corrective actions.

• Works with legal counsel to resolve vendor performance and contract related problems.

• Reviews procurement documents and actions for adherence to rules, policies, and procedures.

• Provides guidance to agency staff on procurement issues.

• Performs the full range of supervisory duties.

• Employees in this job may participate in the performance of subordinates’ work consistent with operational or organizational requirements.

• Performs related work as required.

ENTRY LEVEL KNOWLEDGES, SKILLS, AND ABILITIES:

• Knowledge of procurement methods and procedures.

• Knowledge of technical writing and contract principles.

• Knowledge of the use and functionality of Microsoft Office Suite software.

• Ability to apply critical thinking skills to identify and resolve problems.

• Ability to interpret and apply regulations, policies, and procedures.

• Ability to analyze written and numerical information.

• Ability to perform mathematical calculations.

• Ability to communicate effectively in writing.

• Ability to communicate effectively orally.

• Ability to establish and maintain effective working relationships.

FULL PERFORMANCE KNOWLEDGES, SKILLS, AND ABILITIES: (NOTE: These are expected of an employee performing the work of this job at the full performance level. These may not be evaluated by the State Civil Service Commission or used for Civil Service examination purposes and are not position-specific performance standards.):

• Knowledge of applicable laws, rules, and regulations that impact procurement and contracting functions.

• Ability to analyze and implement policies, procedures, and standard business practices as they apply to contractual agreements.

MINIMUM EXPERIENCE AND TRAINING: (NOTE: Based on the Entry Level Knowledges, Skills, and Abilities):

• One year of experience performing technical purchasing or contract management work; and a bachelor’s degree in business, supply chain, logistics, project, or operations management, or a related field;

or

• An equivalent combination of experience and training.