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Contracting/Procurement Administrator

F11

Basic Purpose

Positions in this job family are assigned administrative responsibilities involving the contracting and procurement of products and services for multiple state agencies, departments and institutions.

Typical Functions

The functions within this job family will vary by level, but may include the following:

  • Budgets and plans for future program direction; selects and assigns staff; sets standards within federal and state regulations and guidelines.
  • Develops policies, rules and regulations; develops procedures to implement.
  • Directs studies of needs; participates in top level management meetings related to development or modification of legislation.
  • Provides direction and supervision of staff; develops controls to assure accountability for operation, policy implementation and maintenance of standards.
  • Directs staff training programs of the division.
  • Represents agency at various meetings; serves on special committees.
  • Ensures compliance of all state purchases with the Oklahoma Central Purchasing Act; directs all activities of any state agency, department or institution related to purchasing, except such acquisitions as are excluded.
  • Plans, organizes and directs the activities of the Central Purchasing Division of the Department of Central Services; exercises final approval authority over all awards and requisitions; approves or denies all sole source acquisitions.
  • Consults with agency appointing authorities, vendors of goods and services and agency personnel concerning purchasing policies and procedures; conducts public relations activities.
  • Investigates firms submitting bids to determine their financial ability.
  • Plans, organizes and directs the activities of the Minority Business Assistance Program.
  • Administers the business affairs of the Central Purchasing Division, including preparation of annual operating budget and representation on boards and committees.

Level Descriptors

The Contracting and Procurement Administrator job family consists of two levels which are distinguished by the extent of responsibility, level of expertise required and complexity of operations.

Level I: Code: F11A Salary Band: N

At this level the incumbent serves as the Deputy Director of the Central Purchasing Division and is assigned responsibility for managing and supervising professional and other staff; assisting in the direction of the division; and assisting in long range planning and operations involved with the acquisition process for all state agencies.

Knowledge, Skills and Abilities required at this level include knowledge of federal and state laws and regulations relating to public administration, public purchasing and business administration; of the principles, methods and practices of the various programs being administered; of the principles and practices of sole source acquisitions, volume purchasing, competitive bidding, contractual agreements and surplus property management; and of the organization, development and administration of the programs managed.  Ability is required to plan, coordinate and evaluate the activities of multiple work units, divisions, and programs engaged in a broad range of functions; to establish and maintain effective working relationships with others; to communicate effectively both orally and in writing; and to interpret, analyze and resolve highly complex administrative and personnel problems.

Education and Experience requirements at this level consist of a bachelor’s degree and four years experience in commercial or governmental purchasing.

Level II: Code: F11B Salary Band: P

At this level the incumbent serves as the Director of the Central Purchasing Division of the Department of Central Services, and is assigned sole and exclusive responsibility for the acquisition of all materials, supplies, equipment and services acquired, used and consumed by agencies of state government.  This position statutorily reports to the Director of the Department of Central Services, and is responsible for ensuring compliance with the Oklahoma Central Purchasing Act and its provisions relating to solicitation for goods and services.

Knowledge, Skills and Abilities required at this level include knowledge of federal and state laws and regulations relating to public purchasing, business and public administration; of the principles and practices of sole source acquisitions, volume purchasing, competitive bidding, and contractual agreements; of budgeting and financial control; of the organization, development and administration of the programs managed; and of federal and state laws pertaining to minority business programs.  Ability is required to plan, organize and direct a broad range of division functions; to develop and implement statewide policies relating to purchasing; to establish and maintain effective working relationships with others; to manage and administer a complex multiple mix of division programs; and to communicate effectively, both orally and in writing.

Education and Experience requirements at this level consist of the statutory provisions of Title 74 O.S. Section 85.3:  “The Director shall be at least twenty-eight years of age and be a graduate of an accredited college or university and have five years experience in commercial or governmental purchasing; or ten years experience in commercial or governmental purchasing.”

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 procurement duties were not the prime responsibility of the position shall not be considered as qualifying experience.

Special Requirement

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

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