PROCUREMENT OFFICER IV4216K1 Pay Grade: 33 DEFINITION OF WORK Summary This is managerial work in purchasing and contract administration. Work involves responsibility for planning, organizing and directing the operations of a contracting section in the Division of Purchases; or directing an agencies' decentralized purchasing and contracting program not requiring Division of Purchases oversight and includes supervising a professional staff of buyers. Standard Classification Factors Supervision Received - LEVEL E: "Under administrative direction..." At this level, employees are free to plan, develop and organize all phases of the work necessary for its completion within program guidance. Generally, they can develop and utilize any procedures and methods which do not conflict with major policies. Supervision is generally exercised over them through staff conference-type discussions and a review of progress reports. Difficulty - LEVEL D: Unusual - The type of position which requires the exercise of unusual managerial, administrative, or scientific skill often involving several unrelated activities, frequent decisions, meeting of deadlines, negotiations with other high level functionaries, and planning, organizing, developing and coordinating large scale work projects requiring an unusual amount of concentration and analytic ability or unusually difficult engineering or scientific research or development or both. Complexity - LEVEL E: Work is of a highly diverse and/or complex nature characterized by a broad range of activities and frequently changing conditions, situations and problems. Considerable analytical thought is necessary for interpreting a variety of factors, problems and alternatives for methods and procedures. Work requires the origination of ideas, techniques and programs for solving technical problems or complicated situations. Workers at this level exercise a high degree of responsibility for independent judgment and may participate in major program changes or policy decisions. Work may be reviewed by occasional conferences or reports to superiors. When guidelines exist at this level, they are normally characterized by regulations, policies or complex technical manuals. 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 E: Involves scheduling, supervising and evaluating work as a "manager" of first line supervisors or as a "first line supervisor" of workers who perform distinct and separate blocks of work generally related as to purpose but requiring different processes and methods. Responsible for hiring and disciplinary actions which may or may not require the approval of a higher level of authority. Distinguishing Features Differs from the Procurement Officer III class which involves developing statewide, multi-agency purchasing contracts or supervising or overseeing purchasing and contract work in an agency. EXAMPLES OF WORK PERFORMED Directs, through subordinate supervisors, the operation of a decentralized purchasing and contracting program that has delegated authority given by the Division of Purchases for the letting and evaluation of bids and awarding of contracts for an agency. Plans, assigns, reviews and evaluates the work of a staff of professional contracting officers, including workload evaluation and distribution, coordination of purchasing efforts with other sections, and maintenance of overall work quality within the section. Develops and implements agency or institutional procurement policies and procedures; oversees the maintenance of purchasing records and reports. Prepares requests for quotations and requests for proposals and evaluates vendor bid responses; conducts pre-bid conferences with vendors in order to answer questions regarding specifics of services or purchases, or bidding procedures; documents discrepancies and obtains justification for awards to other than the lowest bidder; awards purchase orders or contracts. Resolves disputes between agencies and contracting officers. Determines whether prices and qualities of purchases are correct and insures that policies and procedures are properly executed. Coordinates development of requests for quotations or requests for proposals and other purchases as needed with the State Division of Purchases. Reviews and approves or recommends action on questionable requisitions as referred by subordinate contracting officers. Maintains contacts with vendors and their representatives; researches a variety of goods and services to determine availability and characteristics of commodities and services. Arbitrates disputes between suppliers and agencies; obtains and reviews facts; recommends appropriate action. Meets with department heads and other agency employees to discuss requirements, recommend substitutes and forecast agency needs. Assists in the preparation and maintenance of procedural manuals. Supervises records maintenance and retention. Reviews agency purchases for sound purchasing practices. REQUIRED KNOWLEDGE, ABILITIES, AND SKILLS Knowledge *Knowledge of state purchasing laws, regulations and procedures. *Knowledge of modern office methods, equipment and practices. *Knowledge of purchasing methods and procedures in an assigned field. *Knowledge of grades, qualities, supply and price trends of commodities. *Knowledge of principles and practices of supervision. Abilities *Ability to supervise subordinate staff members. *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, departmental or 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 plan, assign, review and evaluate the work of others. *Necessary at Entry MINIMUM REQUIREMENTS: Four 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 |