PROCUREMENT OFFICER III4215K1 Pay Grade: 30 DEFINITION OF WORK Summary This is specialized purchasing and contract administration work. Work involves purchasing a variety of commodities and services and includes the development of a statewide, multi-agency contracts; or supervising or overseeing the purchasing and contract work in an agency that has purchasing authority. Standard Classification Factors Supervision Received - LEVEL C: "Under direction..." Employees at this level usually receive a general outline of the work to be performed and are generally free to develop their own sequences and methods within the scope of established policies. New, unusual, or complex work situations are almost always referred to a superior for advice. Work is periodically checked for progress and conformance to established policies and requirements. Difficulty - LEVEL C: Considerable - Duties which require a high degree of concentration because of the many factors which must be considered and weighed before a decision can be reached. Usually positions that require planning, developing, and coordinating programs and directing fairly large groups of people fall into this category. Complexity - LEVEL D: Work is of a diversified nature that usually involves multiple, unrelated steps. Analytical thought is necessary for dealing with complex data and situations. Work often involves a variety of unrelated processes and may require planning or carrying out a sequence of actions or both. Several alternatives usually exist at this level for approaching problems or situations. Workers at this level exercise a considerable amount of independent judgment. Work is controlled by occasional review and by reporting to or consultation with supervisors or superiors. When guidelines exist at this level, they are usually broadly defined or technical requiring careful analysis and interpretation. Consequences of Actions and Decisions - LEVEL E: Consequences of actions or decisions at this level are highly significant. Work is rarely if ever reviewed. Errors may result in serious disruption in the operation of a major agency. Contacts - LEVEL D: The purpose of the contact is to justify, defend, negotiate, persuade or interrogate to settle matters, maintain good will, gain cooperation or reach compromises when the information is controversial or the individuals or groups have strong differences of opinions or diverse viewpoints. Extensive use of communication techniques and well developed communication skills are required for dealing with others. Physical Demands - LEVEL A: The work is predominantly sedentary and requires minimal or negligible physical exertion. The employee is normally seated; however, the nature of the work allows for periods of standing or walking at will. Environmental Conditions - LEVEL A: The work environment involves normal everyday hazards or discomforts typical of offices, meeting and training rooms, or libraries. Comfortable levels of temperature, ventilation, lighting and sound are inherent in the work environment. Exposure to deviations from pleasant environmental conditions is only occasional. The likelihood of injury is remote. Supervision/Leadership - LEVEL C: Typically involves limited supervisory responsibility which entails performing as a "first line supervisor" for a small number of employees. Supervision is not the primary responsibility of the job. Responsibility includes training, instructing, scheduling, and reviewing work and recommending hiring and disciplinary actions to a higher level of authority. Distinguishing Features Differs from the Procurement Officer II class which involves purchasing or contract procurement of a broad range of goods and services of a more technical or less routine nature. Differs from the Procurement Officer IV class which involves supervision of a staff of procurement contracting officers and arbitrating disputes between vendors and agencies or management work in purchasing and contract administration in an agency. EXAMPLES OF WORK PERFORMED For a particular commodity or service, develops requests for quotations, conducts pre-bid conferences, awards purchase contracts, prepares justification of awards at other than the lowest price. Rejects bids, cancels solicitations and readvertises when bids are unresponsive or offers unreasonable. Develops and implements agency or institutional procurement policies and procedures; oversees the maintenance of purchasing records and reports, may plan, assigns and reviews the work of lower level procurement officers. Develops and presents training seminars for division and agency staffs responsible for the procurement of or the development of contracts for the procurement of goods and services. Determines if a commodity or group of commodities is suitable for statewide, multi-agency contract. Researches sources of supply and analyzes agency needs and frequency of purchase. Drafts specifications and requests for quotations, conducts pre-bid conferences and awards statewide purchase contracts. Participates in designing and installing improved purchasing procedures and in developing and presenting a comprehensive training program for state and agency personnel involved in contracting and procurement work. Meets with department heads and other agency employees to discuss requirements, recommend substitutes, forecast agency needs and assist in selecting correct items for intended use. Communicates with vendors and their representatives to maintain continuous liaison with vendors and agencies; monitors vendor and agency activities for compliance with all terms and conditions of purchase contracts. Approves direct purchases of commodities and services on selective basis. Develops documentation for contract agreements. REQUIRED KNOWLEDGE, ABILITIES, AND SKILLS Knowledge Knowledge of modern office methods, equipment and practices. *Knowledge of purchasing methods and procedures in an assigned field. Knowledge of state purchasing laws, regulations and procedures. *Knowledge of grades, qualities, supply and price trends of commodities. Knowledge of principles and practices of supervision. Abilities *Ability to present detailed reports of findings and recommendations, both orally and in writing. *Ability to establish and maintain effective working relationships with staff, vendors, agency officials, legislators and the public. *Ability to develop specifications to describe the type and characteristics of merchandise which will meet the needs of the agency. Ability to develop and present procurement training programs. *Necessary at Entry MINIMUM REQUIREMENTS: Three years of experience in procuring commodities and services which includes preparing order specifications, estimates, bids, contracts and awarding contracts. Education may be substituted for experience as determined relevant by the agency. NC: 06/94 |