Job Details

Procurement and Contract Specialist 2 (Grants and Contracts Coordinator)

Land Conservation and Development Department, Salem, OR

Job - Government

Close Date: 07/22/2019

The Oregon Department of Land Conservation and Development (DLCD) is seeking a highly-qualified candidate to fill one full-time, limited duration, Procurement and Contract Specialist 2 position (Grants and Contracts Coordinator), in the Administrative Services Division.

The person in this position provides centralized procurement, contracting, grants management, and acts as the agency contract and leasing coordinator. They assure that DLCD’s procurement activities comply with applicable Oregon laws, rules, procedures, and practices.

Our ideal candidate is a self-disciplined, organized person. They are an active listener and have excellent written and verbal communication skills. They display a professional demeanor and work well with others. They consistently demonstrate a high level of professional ethics, discretion, and sound judgment.

Major duties include:

Contract and Agreement Planning: Determine the best method(s) and source(s) for the procurements of good or services under Oregon Public Contract Statutes and Rules. Advise managers and project officers on procedures for developing contracts or parts of contracts. Explain agency purchasing, agreement, or contract policies to agency program staff. Collaborate with other technical staff and subject matter experts to develop specifications, requirements, and guidelines. Translate program requirements into contract terms. Evaluate contracts for potential performance risk — bid terms and conditions. Lead pre-bid conferences; clarify contract issues with bidders or potential contractors. Evaluate contract bidders against selection criteria. Manage contractor selection process. Make or recommend a contract award. Answer questions and complaints on bid protests. Negotiate contract terms to minimize performance risk. Negotiate price agreements for services. Collaborate with other state and public agencies to develop cooperative procurement contracts and agreements.
Contract and Agreement Administration: In conjunction with project officers, management, and when necessary, Department of Administrative Services State Procurement Office and Department of Justice, prepare procurement documents based on interpretation of specifications and requirements. Prepare contract amendments or extensions. Compile contract status reports. Develop contract or agreement tracking or reporting procedures. Evaluate contractor performance or quality of services. Research alleged contract violations and assist with their resolution. Act as liaison between contractor and staff. Evaluate if contract terms are met at the end of the contract period. Ensure contract records are maintained by retention schedules. Review invoices for compliance with agreements and approve payments — track and monitor project timelines and milestones against agreement terms and conditions.
Agency ORPIN Contact (OAC): Act as OAC for the department. Ensure all contracts, agreements, awards, Request for Proposals, and other notices are posted in ORPIN as required by law. Act as the department resource for Price Agreements either mandatory or otherwise available to the agency as posted in ORPIN. Provide training to other agency staff on ORPIN utilization.
Agency Grants Coordinator: Work with department managers to track, analyze and project DLCD’s non-General Funds grant revenue, and report on a monthly and/or quarterly basis to department management on the status of Agency revenue. Support DLCD managers in the development of new or updated grant agreements with our Federal Fund and Other Funds partners; and participate in the completion of the required Federal grant budget development and reporting. Provide consultation and guidance in the development of the interagency agreements needed to support the numerous agency collaborations utilized by DLCD in maximizing our non-General Funds opportunities.

MINIMUM QUALIFICATIONS

Four years of procurement and contract experience related to the position. Two of the four years must have been at the professional level, such as developing and administering standard contracts, agreements, or solicitations. OR A bachelor’s degree and one year of professional-level procurement and contract experience related to the position. OR Any combination of experience and education equivalent to four years of procurement and contract experience related to the position.
REQUESTED SKILLS ​

Work experience with a State of Oregon employer, working on procurement and contracting projects utilizing the Oregon Procurement Information Network (ORPIN).
Completion of, or willingness to complete, one or more of the following training/certifications:
State of Oregon – Oregon Procurement Basic Certification (OPBC) or Oregon Procurement Advance Certification (OPAC).
National Institute of Governmental Purchasing – Certified Public Purchasing Buyer (CPPB) or Certified Public Procurement Officer (CPPO)
National Association of Purchasing Management – Certified Professional in Supply Management (CPSM) or Certified Purchasing Manager (CPM).
Work experience developing and managing various types of contracting agreements in compliance with federal and state laws, including but not limited to; personal services, training services, strategic planning services, interface systems, etc.
Work experience developing specifications and requests for proposals, composing the scopes of work and funding requirements.
Work experience providing technical assistance to professional-level staff and managers by interpreting and clarifying applicable contract and solicitation rules and guidelines.
Work experience composing, reviewing, and editing professional communications and business documents using proper grammar, punctuation, and sentence structures.
Demonstrated ability to communicate both verbally and through writing in a method that concisely conveys the message to internal and external audiences.
Work experience prioritizing, organizing, and coordinating a variety of purchasing programs or projects simultaneously.
ADDITIONAL INFORMATION

DLCD is charged with helping communities and citizens plan for, protect, and improve the built and natural systems that provide a high quality of life for all Oregonians. In partnership with citizens and local governments, we foster sustainable and vibrant communities and protect our natural resources legacy. Please visit http://www.oregon.gov/LCD to learn more about the exciting and rewarding work we do! ​

Limited Duration

This limited duration position is authorized in the DLCD budget through June 2021. DLCD intends to include this position in future budget requests, and it may become permanent depending on funding; however, the budget is subject to review by the governor and the legislature, and the position may or may not be continued. However, a limited duration position receives all of the benefits of a regular position during the term, including an excellent medical, vision, and dental benefits package for you and qualified family members with low monthly out-of-pocket costs. In addition to standard medical benefits — lots of paid time off and employee leave, we also provide additional optional benefits, such as basic life insurance, short-term disability, long-term disability, deferred compensation savings program, and flexible spending accounts for health care and child care expenses. For more information please visit https://www.oregon.gov/OHA/PEBB/Pages/index.aspx.

Representation

This position is represented by the American Federation of State, County and Municipal Employees (AFSCME).

Working Conditions

This position is located in downtown Salem, near the State Capitol, in an open office environment with regular use of a computer. They will need to attend occasional out-of-office meetings. At times, in-state travel may be required.

Diversity

We are an Equal Opportunity, Affirmative Action employer, committed to workforce diversity. Our goal is to attract, develop, and retain highly skilled and talented individuals across all departments and programs.

Pay Equity
As an employer, the State of Oregon complies with the Pay Equity Bill. We do not discriminate based on a protected class in the payment of wages, and we do not screen applicants based on their current or past compensation. We determine the salary from relevant professional experience and education. Please visit http://www.oregon.gov/das/hr/pages/equity.aspx for more information.

Work Authorization
We do not offer visa sponsorships. Within three days of hire, all applicants will be required to complete the US Department of Homeland Security's Form I-9, confirming authorization to work in the United States.

Veteran's Points
For more information on veterans' preference points, visit: Veterans Resources

Questions/Need Help?
Do you have questions about the recruitment and selection process (e.g., supplemental questions, clarification of job announcement information)? Contact Katie Lahey, HR Manager, at katie.lahey@state.or.us or call (503) 934-0401. If you need an alternate format to complete the application process, please contact Katie and be prepared to describe the alternative form required.

Complete details: https://oregon.wd5.myworkdayjobs.com/SOR_External_Career_Site/job/Salem---DLCD/Procurement-and-Contract-Specialist-2--Grants-Contracts-Coordinator-_REQ-15506