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State of Washington Classified Job Specification

PROCUREMENT & SUPPLY SPECIALIST 4

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PROCUREMENT & SUPPLY SPECIALIST 4
114H
Category: Administrative Services

Definition

Supervises procurement and supply specialists; or, performs statewide procurement management of annual agreements and daily purchases for client agencies, colleges and universities, political subdivisions and non-profit corporations.

Distinguishing Characteristics

Designated supervisor for staff of procurement and supply specialists; or,

Designated purchasing expert of an agency, institution, facility, college or university working under administrative direction. This level works independently with business executives, legislative staff and agency or institution executive management. Exercises independent signing authority.

Position has authority to modify and adapt purchasing procedures and/or processes to accommodate specialized or unusual acquisitions; prepares and develops original contract terms, develops analytical tools and procedures to assess and ensure vendor contract compliance. Coordinates purchasing activities with clients to develop specifications used in procurement of commodity; resolves vendor performance problems.

Typical Work

For supervisory positions, interviews and recommends selection of applicants, trains new employees, assigns and schedules work, acts upon leave requests, conducts annual performance evaluations and recommends disciplinary action;

Performs market analysis and customer needs assessment studies to identify new contracting possibilities.

Develops and implements strategic direction of contract development.

Exercises authority to independently make decisions with major fiscal impact.

Determines appropriate course of action/procurement methodology including but not limited to competitive bids, sole source acquisitions, requests for proposal or direct negotiations.

Originates and chairs multi-agency client committees and evaluates input relative to specification development and contract award;

Originates and finalizes competitive solicitations documents, incorporating necessary steps to finalize contracts for long term agreements and/or one time purchases.

Directs the selection of interested and qualified vendors for bid distribution.

Analyzes and evaluates returned bids or proposals and determines compliance with contract requirements, including but not limited to technical specifications, life cycle costing, the Environmental Protection Agency’s recycled content guidelines, instate reciprocity, minority and women business enterprise participation and price.

Assists suppliers in achieving Minority and Women Business Enterprise goals.

Rejects bids that do not meet bid requirements.

Directs corrective action as required, including negotiations to correct performance, price adjustments or contract terminations.

Performs duties of Procurement and Supply Specialist 3;

May administer OFM relocation policy for client agencies and contractors. Provides guidance and instruction outlining policy in audit procedures pertaining to relocation charges, performs audit procedures initiating overcharge claims or rebilling procedures on incorrect carrier billings; initiates employee chargeback/invoice to client agency to advise them of appropriate billing amounts.

Performs other work as required.

Knowledge and Abilities

Knowledge of: State procurement statutes and administrative codes, government contracting and procurement techniques research and market analysis techniques; effective methods of oral and written communications; technical writing skills; contract development and administration.

Ability to: Establish and maintain effective working relationships with suppliers, customers, fellow employees and the public; adapt rapidly to changing market conditions and/or customer needs; work effectively with automated procurement systems; develop and lead user committees that aid in development of contract specifications or contract dispute resolution; prepare and interpret complex specifications and award criteria; analyze bids or proposals submitted by suppliers and determine award; prepare, maintain and interpret procurement and contract statistics and management reports.

Legal Requirement(s)

There may be instances where individual positions must have additional licenses or certification. It is the employer’s responsibility to ensure the appropriate licenses/certifications are obtained for each position.

Desirable Qualifications

A Bachelor's degree involving major study in business administration, or closely allied field

                                                                           AND

three years of experience in large scale procurement, stock control, receipt, storage and issue functions in either government or business.

Full-time experience as a purchasing professional will substitute for the desired qualification on a year-for-year basis.

Class Specification History

New class, consolidates 17620 State Procurement Officer 3, 17580 State Traffic Manager, 3120 Buyer Supervisor; adopted May 10, 2007, effective July 1, 2007.

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