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Contracting/Acquisitions Agent

F14

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, 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.

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.

Level I Code: F14A Salary Band: H

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 three years technical clerical work; or an equivalent combination of education and experience.

Level II Code: F14B Salary Band: I

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 contracting and purchasing 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 contracting and purchasing experience.

Special Requirements

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).

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