What are the responsibilities and job description for the Procurement Agent (Purchasing Agent III) - Denver position at State of Colorado Job Opportunities?
Department Information
This position is only open to Colorado state residents.
New employees to the State will be paid biweekly. There are 26 biweekly pay periods in a year.
About CDOT
Do you want to make a difference in Coloradans’ lives? Do you have a passion for helping people and keeping them safe? At the Colorado Department of Transportation (CDOT), you will have the opportunity to do just that. The work our people do contributes to keeping Coloradans and visitors safe and provides freedom, connection, and experience through travel. Please visit our careers page to learn about CDOT and how we are making Colorado a great place to live, work and play, now and for the future! Also, check out our excellent benefits package!
CDOT for All
CDOT’s strength is our people, and our commitment to our people is to shape, support, and sustain the employee experience, and ultimately, create a supportive workplace where everyone, regardless of gender, race, ethnicity, religion, national origin, age, sexual orientation, gender identity, citizenship status, education, disability, socio-economic status, or any other identity, has the opportunity to thrive.
Some positions may qualify for the Public Service Loan Forgiveness Program. For more information, go to https://studentaid.gov/pslf/
Description of Job
About the Unit
The Procurement Agent works in the Colorado Department of Transportation's (CDOT's) Center for Procurement and Contract Services. The unit exists to procure all goods and services for the CDOT in a timely and cost effective manner in compliance with the State Procurement Code, State Fiscal Rules, and Office of the State Controller policies, while interpreting and applying relevant Federal, State and Department rules and regulations, and professional procurement (purchasing and contracting) practices to assure accountability, integrity and fairness to the public and to the business community; to develop, implement, guide, direct, and monitor all CDOT procurement activities; to develop tactical and strategic procurement plans; and to provide to CDOT management and staff professional procurement expertise, education, counsel and assistance.
About the Position
The Procurement Agent coordinates all procurement activities for designated customers throughout CDOT and ensures compliance with Procurement Code and Rules, State Fiscal Rules, State Purchasing Office and State Controller policies, CDOT procurement best practices, and other applicable CDOT policies and procedures that impact procurement.
This position writes, prepares, negotiates, and awards solicitations such as Invitation for Bids (IFBs), Request for Proposals (RFPs), Sole Sources, Requests for Information (RFIs), and Documented Quotes (DQs).
The Purchasing Agent is responsible for providing counsel and advice to management in relation to procurement transactions to assist in the management decision making process. This position utilizes technical expertise in state purchasing and contracting to facilitate the timely resolution of vendor and customer claims and disputes, to develop (for assigned commodities) purchasing and contracting schedules, and to make sound judgments and decisions regarding procurement transactions on behalf of CDOT.
Your duties and responsibilities will include, but are not limited to, the following:
Purchasing
- Formulate, solicit, analyze, and award documented quotes, invitations for bids and requests for proposals including collaboration on requirements.
- Schedule, conduct and direct pre-bid meetings and site visits.
- Schedule, conduct and direct oral presentations, evaluate bids and proposals and make awards to the appropriate winning bidders based on the criteria set forth in solicitation.
- Conduct pre-proposal meetings between users and bidders, pre-bid conferences, bid openings and post award conferences, and problem-solving conferences as needed.
- Review purchase requests and or Shopping Carts in the SRM System for various factors including completeness, fiscal responsibility, and urgency.
- Utilize analytical skills to evaluate each purchasing request on its own merits, identifying any potential problems or issues, utilizing critical thinking, data analysis, and conducting research to provide programs with the proper method of solicitation based on all information available.
- Review and edit solicitation documents as necessary to ensure specifications and statements of work are adequate, accurate, and consistent with law, rule, policy, and sound business decision-making.
- Determine if submitted specifications, pricing, terms, and conditions are capable of being competitively solicited.
- Determine if responses to the solicitation are in compliance with the pricing, terms, conditions, and specifications of the solicitation document.
- Ensure vendor selection criteria will result in selection of a responsive vendor for the procurement method chosen.
- Ensure accountability, high ethical practices, integrity, and fairness in purchasing processes to the public and to the business community.
Personal Services Contracting
- Write, prepare, negotiate, coordinate, review and oversee personal services contracts and contracting processes, option letters and contract amendments according to State and federal requirements.
- Work with project managers from CDOT, Local Agencies, vendors, and consultant community to develop Statements of Work for Personal Services Contracts.
- Negotiate terms/conditions and execute Contracts, including high risk as well as other types of Personal Services Contracts on behalf of CDOT.
- Track contract activity and data, including but not limited to insurance validation, contract terms and maintain contract data in the Center’s contract data bases and State’s Contract Management System.
- Maintain fully supported and retrievable contract files.
Provide Guidance
- Provide guidance to CDOT staff on purchases of products and/or services by ensuring proper procurement method utilization, compliance with statutes and policies as well as state law, rules, and policies.
- Provide ongoing guidance to vendors/consultants, CDOT Project Managers, and CDOT Program Areas.
- Work with Management/Programs/Regions on a monthly and quarterly basis to assess the progress of specific plans, projects, and budget timelines.
- Review purchase requests and or Shopping Carts in the SRM System for various factors including completeness, fiscal responsibility, and urgency.
- Independently make decisions and recommendations to management, enabling management to decide the most effective method of procurement that will provide the requested item(s) when needed while maximizing competition.
- Support CDOT efforts to design, implement, and administer procurement training and procurement monitoring programs to improve state agency procurement activities.
Other duties as assigned.
Work Environment:
- Daytime hours Monday - Friday. We are flexible to meet your work/life balance needs while ensuring CDOT business needs are met.
- You will likely work a hybrid schedule with a combination of in-office and remote work.
- Occasional travel throughout Colorado, including overnight travel depending on destination, to meet with customers.
- Required to drive CDOT vehicles.
Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights
A total of six (6) years of full-time professional work experience that included
- Four (4) years of experience in business administration, purchasing, public administration, finance, accounting or another field closley related to the major job duties.
- AND at least two (2) of full-time professional purchasing experience for a business or government agency.
Experience and Education A combination of relevant education and experience equal to at least six (6) years
- Education from an accredited college or university in business administration, accounting, public administration, finance, or another field of study closely related to the major duties will be considered
- Professional purchasing experience for a business or government agency will be considered
Please Note: The required experience must be substantiated within the work experience section of your application. “See Resume” statements on the application or resumes in lieu of a complete application may not be accepted. Additional information submitted after the closing date of this announcement will not be considered in the review of your application. In addition, part-time work will be prorated.
College Transcripts: If you are using education to qualify, a legible copy of your official or unofficial college transcript(s) or an official foreign credential evaluation report must be submitted with your application. Transcripts must show your name, the name of the school, completed credit hours, and (if applicable) that a degree was conferred. Transcripts from colleges or universities outside of the United States must have been assessed for U.S. equivalency by a NACES educational credential evaluation service. The credential evaluation report must be an official report. Failure to provide a transcript or official foreign credential evaluation report may result in your application being rejected and you will not be able to continue in the selection process for this position.
Conditions of Employment
- Must pass a pre-employment screening which may include social security number trace, criminal records check, public court records check, educational records, and driving records checks. More information in the supplemental information section.
- A current valid driver’s license is required for all Colorado Department of Transportation (CDOT) positions which require operating a state or personal motor vehicle to perform one or more essential functions of the position.
Preferred Qualifications
The exceptional applicant will possess the proven ability or accomplishment in the following:
- Demonstrated success with the duties listed in the Description of the Job section.
- Years of State service experience related to the duties of this position
- Highest work/personal ethics and integrity.
- Comprehensive knowledge and understanding of theories, principles, and best practices of purchasing.
- Comprehensive knowledge and understanding of Colorado's Procurement Code, State Fiscal Rules, Federal Purchasing Rules, and CDOT's Purchasing Manuals and Guidelines.
- NIGP-CPP, certification as a Public Procurement Officer or Professional Public Buyer.
- Progressively responsible professional experience in procurement as a procurement agent.
- Experience and skill negotiating with vendors, consultants, and contractors for goods and services.
- Strong customer service skills.
- Proven ability to manage multiple assignments, priorities, and projects in a demanding environment.
- Excellent planning and organizational skills.
- Polished written and oral communication skills.
- Excellent analytical thinking, research, investigative, and problem-solving skills.
- Ability to take initiative to solve problems in an innovative manner.
- Excellent interpersonal and relationship building skills.
- Ability to work with a variety of stakeholders with sensitivity to their needs, priorities, promises made and commitments.
- Ability to negotiate mutually acceptable solutions and build consensus through give and take.
- Ability to work under tight deadlines and be adaptable to changing assignments.
- Ability to work effectively in both independent and team situations.
- Strong attention to technical detail and accuracy.
- Fluency in Microsoft Office Suite, Gmail and Google applications, SAP financial modules, SRM and the ability to quickly learn other software systems.
Supplemental Information
Applicant Checklist
Complete Applications must include the following documents:
- A complete CDOT Application for Announced Vacancy (please submit online using the green 'APPLY' button at the top of this announcement)
- A complete Supplemental Questionnaire (The questionnaire is part of the online application. You will be prompted to answer them as you are completing your online application.)
- A cover letter that describes your interest in this position, how your experience aligns with the minimum and preferred qualifications of this position. Cover letters must be uploaded as an attachment to your online application. Cover letters will not be accepted after the closing date and time of the announcement.
- A detailed chronological resume. Resumes must be uploaded as an attachment to your online application.
- If you are using education to qualify, a copy of your official or unofficial transcript showing that your degree has been conferred and the name of your school, or your NACES accreditation. Please submit this as an attachment to your online application.
- If you are a veteran, a copy of your DD214. Please submit this as an attachment to your online application.
Please note that you may redact information on your attachments that identifies your age, date of birth, or dates of attendance at or graduation from an educational institution.
Only complete applications submitted by the closing date for this announcement will be given consideration. Every effort must be made to submit all application materials by the announcement close date. Where unusual circumstances prevent timely acquisition of transcripts, they must be submitted within five business days of the announcement close date. Resumes will not be accepted in lieu of a completed application. Failure to submit properly completed documents by the closing date of this announcement may result in your application being rejected.
Notifications:
All correspondence regarding your status in the selection/examination process will be via email. Include your current working email address on your application and check your email frequently as you could receive time sensitive correspondence regarding this position. We highly recommend that you set up your email to accept messages from "state.co.us" and "info@governmentjobs.com" addresses. It is your responsibility to ensure that your email will accept these notices and/or review your junk mail and spam filtered email. Immediately after you submit your application you should receive an email that confirms that you successfully submitted an application for this position. If you do not, try submitting again until you receive the confirmation email. Be sure to also check your junk folder for email communications from the State of Colorado's website.
The Hiring Process:
- All applications that are received by the closing of this announcement will be reviewed against the minimum qualifications in this announcement. Candidates who meet the minimum qualifications proceed to the next step.
- Colorado Revised Statutes require that state employees are hired and promoted based on merit and fitness through a comparative analysis process.
- Part, or all, of the comparative analysis for this position may be a structured application review, which involves a review of the information you submit in your application materials by Subject Matter Experts (SMEs) against the preferred qualifications.
- Be sure your application materials specifically address your qualifications, experience, work products, and accomplishments as they relate to the Major Duties, Minimum Qualifications, and Preferred Qualifications sections as listed above. Failure to include adequate information or follow instructions by the deadline for application may result in your application not being accepted for this position and may affect your inclusion as a qualified candidate in any step of the selection process and placement on the eligible list.
- A top group, up to six candidates, will be invited to schedule an interview with the hiring manager.
Transfer, Non-Disciplinary Demotion or Reinstatement
If you believe that you are eligible to be considered as a transfer, non-disciplinary demotion, or reinstatement to this vacancy, you must submit a completed application following the directions in this job announcement and you will be included in the selection process along with other qualified applicants. If you are the finalist for this position after the selection process, Human Resources will confirm your eligibility to be appointed as a transfer, non-disciplinary demotion, or reinstatement applicant.
Employment Screening
If an applicant reaches the finalist stage of the hiring process, the Colorado Department of Transportation may procure a consumer report and/or investigative consumer report on the applicant in connection with his/her application for employment purposes, as defined under the Fair Credit Reporting Act. These reports may be obtained at any time after receipt of the applicant's authorization. As part of the employment screening an applicant will be requested to disclose any deferred judgments and convictions as well as an explanation of the circumstances around any arrest or conviction. In the event that a screening returns information that the applicant believes is not accurate, he or she will have an opportunity to dispute the information with “Info Cubic.”Info Cubic, a consumer reporting agency, will obtain the report for CDOT. Further information regarding Info Cubic, a Division of Orange Tree, including its privacy policy, may be found online at www.InfoCubic.com and www.OrangeTreeScreening.com. Info Cubic is located at 7275 Ohms Lane, Minneapolis, MN 55439. The report may contain information bearing on the applicant's character, general reputation, personal characteristics, and mode of living. The information that may be included in the report includes social security number trace, criminal records check, public court records checks, educational records, and driving records checks. CDOT will only request credit reports insofar as they relate to the position for which the applicant is applying. The information contained in the report will be obtained from private and/or public record sources. The applicant will have the right, upon written request made within a reasonable time after receipt of a notice, to request disclosure of the nature and scope of any investigative consumer report.
Appeal Rights
If you receive notice that you have been eliminated from consideration for this position, you may file an appeal with the State Personnel Board or request a review by the State Personnel Director. An appeal or review must be submitted on the official appeal form, signed by you or your representative. This form must be delivered to the State Personnel Board by email (dpa_state.personnelboard@state.co.us), postmarked in US Mail or hand delivered (1525 Sherman Street, 4th Floor, Denver, CO 80203), or faxed (303.866.5038) within ten (10) calendar days from your receipt of notice or acknowledgement of the department’s action. For more information about the appeals process, the official appeal form, and how to deliver it to the State Personnel Board go to spb.colorado.gov; contact the State Personnel Board for assistance at 303.866.3300; or refer to 4 Colorado Code of Regulations (CCR) 801-1, State Personnel Board Rules and Personnel Director's Administrative Procedures, Chapter 8, Resolution of Appeals and Disputes, at spb.colorado.gov under Rules.
Equity, Diversity, and Inclusion
The State of Colorado believes that equity, diversity, and inclusion drive our success, and we encourage candidates from all identities, backgrounds, and abilities to apply. The State of Colorado is an equal opportunity employer committed to building inclusive, innovative work environments with employees who reflect our communities and enthusiastically serve them. Therefore, in all aspects of the employment process, we provide employment opportunities to all qualified applicants without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity or expression, pregnancy, medical condition related to pregnancy, creed, ancestry, national origin, marital status, genetic information, or military status (with preference given to military veterans), or any other protected status in accordance with applicable law.
Discrimination and/or harassment against any person is prohibited because of disability, race, creed, color, sex, sexual orientation, religion, age, national origin, ancestry, political affiliation, veteran’s status, marital status, gender identity or any other protected class recognized under the Colorado Anti-Discrimination Act (CADA). This applies to all employment decisions.
ADAAA Accommodations
CDOT is committed to the full inclusion of all qualified individuals. As part of this commitment, our agency will assist individuals who have a disability as defined by the ADA Amendments Act of 2008 (ADAAA) with any reasonable accommodation requests related to employment, including completing the application process, interviewing, completing any pre-employment testing, or participating in the employee selection process, and/or to perform essential job functions where the requested accommodation does not impose an undue hardship. If you have a disability and require reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquiries to Lynn Livingston at LynnR.Livingston@state.co.us.
Former State Employees
Former employees of the Colorado Department of Transportation System or any other State of Colorado Department or Agency, who were disciplinarily terminated or resigned in lieu of termination, must disclose this information on his/her application.
LL (SAP #50003180/PCR #59802)
