Job Description

Job Posting Title

Contracting & Acquisitions Agt

Agency

805 DEPARTMENT OF REHABILITATION SERVICES

Supervisory Organization

Dept Rehabilitation Services–MSD - Central/Dept Servs

Job Posting End Date

Refer to the date listed at the top of this posting, if available. Continuous if date is blank.

Note: Applications will be accepted until 11:59 PM on the day prior to the posting end date above.

Estimated Appointment End Date (Continuous if Blank)

Full/Part-Time

Full time

Job Type

Regular

Compensation

Monthly/Annual Salary: Monthly Annual

Level III (Pay Band J) $4,537.50 $54,450.00

Job Description

Basic Purpose

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.

Typical Functions

• 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.

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Level Descriptor

This is the specialist level of this job family assigned independent responsibilities involving in a specific area of the lifecycle, procurement, purchasing, contracts, and/or acquisition, of obtaining goods and services for an institution or agency. At this level employees may have a business title that denotes their expertise.

Education and Experience

Education and Experience requirements at this level consist of three (3) years of technical clerical work plus two (2) 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.

Knowledge, Skills, Abilities, and Competencies

Knowledge, Skills and Abilities required at this level include knowledge the procedures and practices for a specific aspect of the lifecycle for obtaining goods and services for an agency.

Ability required at this level includes the 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.

Special Requirements

*Certified Procurement Officer.

Some agencies may require 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.

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.

Some positions within some agencies may require certification as a Certified Procurement Officer (CPO).

Additional Job Description

Position is located in Management Services Division - Central/Dept. Services at DRS State Office in Oklahoma CIty.

Essential Functions: Position supports the administration of contracts by maintaining records, tracking deadlines and renewals, coordinating documentation, ensuring compliance with policies and procedures, and assisting procurement and contract management staff throughout the contracting process. Duties include prepare, review, and process contracts and related documents; maintain contract files, databases, and records; track contract status, renewals, amendments, and expiration dates; ensure contracts are properly executed and distributed to relevant parties; organize and maintain electronic contract files; verify that all required signatures, approvals, and supporting documents are obtained; update contract management systems with accurate information; assist in implementing procurement and contracting procedures; serve as a point of contact between vendors, contractors, legal staff, and internal departments; respond to inquiries regarding contract status and requirements; process requisitions, purchase order and change orders; update the AWARE system.

Applicant must be willing to perform all job-related travel.

Trial period (if applicable) is required.

Knowledge, Skills, Abilities and Competencies: Knowledge of contract administration and procurement processes. Attention to detail and accuracy. Strong organizational and record-keeping skills. Proficiency with Microsoft Office, especially SharePoint and Word. Ability to interpret policies, procedures, and contractual terms. Strong written and verbal communication skills. Problem solving skills. Customer Service. Technology Proficiency.

Preferred Qualifications: Advanced experience with Peoplesoft, Microsoft SharePoint, DocuSign CLM.

Background Check: The Department of Rehabilitation Services will conduct a criminal background check on new hires as part of an offer of employment that is made contingent upon a successful criminal background check.

*Applicants must be authorized to work in the U.S. now and in the future without employer sponsorship.

Benefit Highlights: The Department of Rehabilitation Services provides a comprehensive benefits package designed to support our employees and their dependents.

Benefits Include:

• Generous state paid benefit allowance to help cover insurance premiums
• A wide choice of health insurance plans with no pre-existing condition exclusions or limitations
• Flexible spending accounts for health care expenses or dependent care
• Employee assistance programs and health and fitness programs
• 11 paid holidays
• 15 days of vacation and 15 days of sick leave for the first year
• Retirement Savings Plan with a generous match
• Longevity Bonus for years of service
• 5% additional pay for the possession of an appropriate professional certification or licensure
• Training opportunities to help meet CEU requirements

Method of Application: Applicants without previous state service, with previous state service but not currently employed by a state agency must apply though the Workday on-line External Listings applicant system (State of Oklahoma Careers (myworkdayjobs.com).

Current State of Oklahoma employees must apply through the Workday on-line Internal Listings applicant system (Find Jobs - Internal State of Oklahoma - Workday (myworkday.com)

For questions regarding specific duties or details of this job, please contact Human Resources at HR@okdrs.gov.

Equal Opportunity Employment

The State of Oklahoma is an equal opportunity employer and does not discriminate on the basis of genetic information, race, religion, color, sex, age, national origin, or disability.

Current active State of Oklahoma employees must apply for open positions internally through the Workday Jobs Hub.

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