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Contracting/Acquisitions Administrator

F15

Basic Purpose

Positions in this job family are assigned responsibilities involving the direction of an agency procurement and requisition function in the acquisition of goods and services used to support agency operations.  This will include developing and implementing agency policies and procedures, directing staff functions, and insuring compliance with applicable laws and rules concerning the procurement of goods and services.

Typical Functions

  • Directs and coordinates acquisition activities for the agency; develops contract specifications, program evaluation, and problem resolutions.
  • Provides direction to staff involved in planning and coordinating acquisition services; supervises staff; establishes performance standards and evaluates work performed.
  • Researches and interprets applicable federal and state laws, regulations, rules, and policies; provides interpretation of policy and procedures to staff and outside entities.
  • Develops and enforces agency policies to ensure compliance consistent with various federal and state requirements.
  • Mediates disputes between vendors and agencies; reviews facts and laboratory tests; recommends appropriate settlements.
  • Acts as liaison to the Central Purchasing Division of the Department of Central Services.
  • Prepares budgets and necessary reports and maintains records for the area of responsibility; develops immediate and long range financial plans for inclusion in the agency’s financial plan.
  • Participates in top level management meetings concerning policies and procedures; recommends changes in statewide standards and specifications.
  • Represents the agency at public and private sector meetings to explain the functions, procedures and legal guidelines concerning state purchases and contracts.

Level Descriptors

Level I: Code: F15A Salary Band: N

The Contracting and Acquisitions Administrator job family consists of only one level and the incumbent employees are assigned responsibilities for completion of all essential functions associated with the position to which assigned.

Knowledge, Skills and Abilities required at this level include knowledge of contracting methods pertaining to the acquisition 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 acquisition; and of management principles and practices.  Ability is required to direct an agency acquisition function; 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; and to establish and maintain effective working relationships with others.

Education and Experience requirements at this level consist of a bachelor’s degree in business administration and five years of experience in business or office management, including four years in purchasing, acquisition or supply;  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.

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 acquisition duties were not the primary responsibility of the position, shall not be considered as qualifying experience as a purchasing agent or buyer.  Purchasing or acquisition (buyer) duties should include the following procedures:  maintaining vendor lists, 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 customers and understanding their needs and requirements and assuming the responsibility for the correct evaluation and determination of bids and requisitions.

SPECIAL REQUIREMENTS:

Applicants must be willing and able to fulfill all job-related travel normally associated with this position.

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