Job Specification Details

Procurement responsibilities involving a major area of procurement with primary responsibilities involving IT Procurement and Contracting and includes the acquisition of Information Technology goods and services. Duties include developing solicitation documents including scope, request for proposals, technical and functional specifications/statements of work, qualifications, award criteria, terms and conditions, bidding schedules and all necessary attachments according to the Office of Purchasing and Contracting. Responsible for reviewing Requests for Proposals, Requests for Information, and Statements of Work Reviews for other agencies and departments for compliance with Bulletin 3.5. Negotiates terms and drafts final contract documents and provides on-going contract administration. Serve as a consultant to agencies and departments by assisting and providing guidance with purchasing methods, rules and regulations, sources of supply, policies and procedures, negotiations, and compliance with Administrative Bulletin 3.5 as well as any and all procurement protocols. Works with contractors and other vendors to maintain current information on products and services, business standards and practices, and market conditions.

Assist in preparation as well as review of invitation to bid specifications submitted by state agencies as part of the bid preparation process. Works closely with the Agency of Digital Services (ADS) and with the State Attorney General's office to stay current with contract language and statutory requirements, as they relate to statewide purchasing of technology requirements. Work is performed under the general supervision of the Purchasing & Contracting Director.

Manages a wide range of IT contract and procurement functions. Prepares or assists with drafting and processing vendor contracts for procurement and IT services agreements, working regularly with key contacts in all agencies and departments in the state, making recommendations on the scopes of work for services or technology related products. Works closely with Agency IT Managers and ADS to establish standards and procedures for procurement of technical items. Works closely with Agencies to ensure contract language and attachments are appropriate. Prepares and assists with establishing contract standards and best practices. Provides guidance and training on technology procurement procedures for bidding, small purchases and sole source contracting. Works directly with vendors to ensure that vendors follow pre-described processes and are in compliance with contract requirements. Performs related duties as required. Prepares bid and contract proposals and solicits bids from vendors and tradesmen. Analyzes and evaluates bids/quotations on the basis of price, specifications, delivery, past experience, and other factors.

Analysis may include separate evaluation of alternative financing proposals (e.g., lease-purchases). Negotiates contracts with vendors for selected technology related requirements and services, commodities, equipment, and materials. Mediates disputes between state agencies and vendors, determines responsibility and makes a binding decision. Stays informed of new products and market/price trends, arranges for demonstration of new products. Conducts meetings regularly with agencies on proper purchasing procedures. Establishes rapport with agencies to ascertain unique problems/needs and accommodates those needs in subsequent purchases. Reviews local purchases from agencies for compliance with established procedures. Renders decisions on emergency purchases. In collaboration with vendors and agencies makes comprehensive value analysis of assigned commodity areas to ascertain areas of possible savings. Conducts correspondence relative to all of the above. May assist in assigning commodities within a team in order to provide a balanced work load and timely results, as well as cross training in commodity areas for maintenance of operational continuity during absences. May supervise in Director's absence. Performs related duties as required.

Work is performed primarily in a normal office setting. However, incumbents may be required to visit state agencies and vendors.. Incumbents must have access to private vehicle for such occasions. Resolution of serious disagreements between purchaser and vendor may be required.

Thorough knowledge of programs and technology objectives of the state.

Thorough knowledge of computer related hardware and software, annual maintenance, software releases, upward compatibility of newer versions of software and software warrantee.

Thorough knowledge of modern purchasing principles, practices, and procedures for all material, contract services, supplies, and equipment as assigned.

Thorough knowledge of nomenclature, trade terminology, and sources of supply of assigned classes of items.

Thorough knowledge of commodity markets, marketing practices, pricing methods, shipping procedures and stock control.

Considerable knowledge of the use of computer information systems, word processing, database and spreadsheet software.

Considerable knowledge of the technique of purchase specification writing.

Knowledge of IT project practices and procedures.

Knowledge of core IT terminology and system and software platforms.

Working knowledge of state and federal contracting and procurement opportunities, requirements, procedures, practices and policies and RFP concepts.

Ability to provide advice to client business in a timely and accurate manner.

Ability to interact with a diverse group of Project management and IT staff.

Ability to work under pressure with a high degree of independence; set and adhere to time constraints.

Ability to determine and establish operating needs, priorities, policies and procedures.

Ability to communicate effectively, both orally and in writing, with staff and the external entities.

Ability to establish and maintain effective working relationships among a variety of professional disciplines, governmental bodies and the public.

Ability to exercise proper judgment and discretion in applying and interpreting department policy, rules, regulations and statutes as applicable in procurement procedures.

Ability to communicate in a clear and precise professional manner.

Three (3) or more years of experience in purchasing, vendor management, or related field.

Experience in IT procurement and purchasing.

Associate’s degree or higher in computer science, information technology, business management, or related field.