Purchasing Agent IV

Remote Work/Hybrid: In office 2 days a week, Remote 3 days a week

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About this Unit:

The Procurement Division embodies: Serving the procurement needs of staff, clients, and committed individuals in support of the Department of Human Services mission, complying with state and federal laws that govern the expenditure of funds, improving and simplifying procurement procedures, committing to innovation and flexibility, dedicating our efforts to customer service, increasing the professionalism and expertise of the procurement staff  and promoting ethical dealings with the business community throughout the state.   The Division of Procurement, on behalf of the Department of Human Services, is dedicated to supporting our customer's need for Goods and Services.  This website is intended to provide the most up-to-date information and forms for customers and vendors doing business with the State.

About this Position:

This position serves as the Staff Authority in the Cradle-To-Grave Procurement Process, with specific expertise relating to Requests for Applications and Grant Administration. Additionally, this position serves all DHS divisions with determinations regarding procurements for goods and/or services serving all offices and programs as necessary. The position also directly supports DHS in all areas of strategic sourcing in acquisition of goods and services and serves as a liaison between the N/C District office and external customers, including other state agencies, DPA Executive Office, State Controller's Office, and Attorney General's Office to ensure programmatic compliance with State, Department, and Division procurement, fiscal, warehouse/inventory, and procurement card requirements. The position: (1) provides solicitation management and guidance for development of solicitations including specifications, deliverables, managing documented quotes, invitations for bid, and request for proposals; (2) solves issues which may arise between contractors, vendors, and end users; and (3) assists the unit, divisions, and department with projects and special assignments on an as-needed basis. Position is responsible for the appropriate application of procurement code and rules, fiscal rules, and best practices during the solicitation and selection of contractors.
 
Assures compliance with Procurement Code and Rules, State Fiscal Rules, State Purchasing Office and State Controller policies, DHS purchasing best practices, and other applicable DHS policies and procedures that impact procurement. Purchase various commodities and services for DHS N/C District —in the form of Purchase Requisitions in excess of $10,000 and   less than $250K.

Summary of Duties:

Soliciation Drafting and Facilitation:

• Develops, reviews, publishes, facilitates, evaluates, and awards all solicitations to include documented quotations, invitation for bids, and request for proposals.   In addition, develops and publishes requests for information as necessary.
• Provides guidance and training on proper procurement practices related to requests for applications and grant administration. Training is provided to all DHS and Procurement staff.  Assists Procurement Director with facilitating communication, training, and administration of processes throughout DHS. 
• Consults with other procurement officials (peers), program staff, Procurement staff, and vendors to assure that needs of the program are met and are compliant with law and rule.  
• Makes determinations and reviews sole-source purchase requests. 
• Utilizes the state’s solicitation distribution system(s) (currently CORE Vendor Self Service) to issue solicitation documents and monitors system activity at both the state and DHS levels.
• Position receives and/or creates drafts of solicitation documents. Reviews and edits as necessary to assure specifications and statements of work are adequate, accurate, and consistent with law, rule, policy, and sound business decision-making.   This includes use of alternative or expanded language to improve meaning, legality, and clarity of solicitations.
• Provides guidance and determinations to all DHS staff, including Procurement staff, for purchases resulting for requests for applications and grant administration ensuring compliance with all related statutes and policies as well as state law, rules and policies that apply to technology-related procurements.

Purchasing Agent - Staff Authority for Request for Application Solicitations:

• Position serves as the expert in the Cradle-To-Grave Procurement Process, and Staff Authority for Requests for Applications and Grant Administration.  Responsible for the issuance of multiple types of solicitations, the meeting and explanation of requirements of the procurement process to various departments, the issuance of solicitation in CORE.  Conducting evaluation meetings and creating the evaluation workbook/matrix and the selection process for awarding vendors.  
• Assures the department's purchasing activities are conducted appropriately and consistently with its Group II purchasing delegation. Applies knowledge of relevant laws, rules, policies, and procedures (both purchasing and fiscal) to assure compliance. 
• Develops, reviews, publishes, facilitates, evaluates, and awards solicitations to include documented quotes, requests for proposals, requests for applications and invitation for bids. 
• Provides technical guidance (specifically related to Requests for Applications) review, and input for other procurement officials (peers), program staff, Procurement staff, and vendors to assure that needs of the program are met and are compliant with law and rule.  
• Utilizes the state’s solicitation distribution system(s) (currently CORE Vendor Self Service) to issue solicitation documents and monitors system activity at both the state and DHS levels.
• Maintains working knowledge regarding procurement systems to include the Colorado Operations Resource Engine (CORE).
• Creates awards (purchase orders) in CORE.
• Maintains active and archived files for purchasing records.
• Conducts bid and proposal openings.  
• This position may be forwarded open record requests from the public.  This person reviews known procedures and files and responds to the request accordingly.

Vendor Relations:

• Develops and manages relationships with vendors.
• Advises and counsels vendors on matters such as day-to-day purchases of the department, debriefings following the solicitation process (typically with non-awarded vendors), and generally how to conduct business with the state.

• Seven (7) years of professional experience in procurement (contract drafting, contract review, contract negotiation, contract management, governmental procurement code. etc 
• Please note: This experience must be clearly documented on your application and the supplemental questions must be answered.

A combination of related education and/or relevant experience in an occupation
related to the work assigned equal to seven (7) years

• Education related to Management, Business Administration, Finance, Procurement, Law or Public Administration AND Three (3) years of professional work experience in procurement (contract drafting, contract review, contract negotiation, contract management, governmental procurement code. etc) 

Definition of Professional Experience: Work that involves exercising discretion, analytical skill, judgment, and personal accountability, and responsibility for creating, developing, integrating, applying, and sharing an organized body of knowledge that characteristically is uniquely acquired through an intense education or training regimen at a recognized college or university; equivalent to the curriculum requirements for a bachelor's or higher degree with major study in or pertinent to the specialized field; and continuously studied to explore, extend, and use additional discoveries, interpretations, and application and to improve data, materials, equipment, applications and methods.


Preferred Qualifications

• Preference will be given to candidates who demonstrate having greater depth of experience and knowledge related to procurement 
• Experience with legal and/ or contract writing

• Certification in procurement by a nationally recognized organization

• Preference will be given to candidates with public-sector and/or government procurement experience

• Ability to adapt to both outdated technology and new, but perhaps imperfect technology.
• A Juris Doctorate Degree

Highly Desirable Knowledge, Skills & Abilities

• Strong attention to technical detail and accuracy

• Ability to take initiative to solve problems in an innovative manner

• Ability to negotiate mutually acceptable solutions and build consensus through give and take

• Excellent communication skills, both written and oral

• Ability to develop constructive and cooperative working relationships with others, and maintain them over time

• Ability to derive logical conclusions from available information, utilizing a combination of judgment and formal guidance, in order to determine if departmental objectives have been met

• Ability to set and prioritize workload, identify short- and long-term goals and develop strategies to achieve them, and coordinate with internal and external business partners

Conditions of Employment:

• Standard Background – Name check, TRAILS, CMS and JBITS
• Occasional travel, as needed, to facilities or other offices related to training and department requirements
• Must have a current, valid Colorado Driver's license.
• Former State employees who were disciplinarily terminated or resigned in lieu of termination must (1) disclose that information on the application (2) provide an explanation why the prior termination or resignation should not disqualify the applicant from the current position, (3) provide the employee number from the applicant’s prior State employment.  Absent extraordinary circumstances, prior disciplinary termination or resignation in lieu of termination and failure to provide this information will disqualify the applicant from future State employment with CDHS

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.

How to Apply

The Assessment Process

 

For additional recruiting questions, please contact cindykong@state.co.us.

(Benefits Section - For Permanent Positions Only)

About Us: 

If your goal is to build a career that makes a difference, consider joining the dedicated people of the Colorado Department of Human Services (CDHS). Our professionals strive to design and deliver high quality human and health services that improve the safety, independence, and well-being of the people of Colorado. In addition to a great location and rewarding and meaningful work, we offer:

• Strong, secure, yet flexible retirement benefits including a PERA Defined Benefit Plan or PERA Defined Contribution Plan www.copera.org plus 401(k) and 457 plans

• Medical and dental health plans

• Employer supplemented Health Savings Account

• Paid life insurance

• Short- and long-term disability coverage

• 11 paid holidays per year plus vacation and sick leave

• BenefitHub state employee discount program

• Employee Wellness program MotivateMe

• Excellent work-life programs, such as flexible schedules, training and more

• Remote work arrangements for eligible positions

*Some positions may qualify for the Public Service Loan Forgiveness Program. For more

information, go to https://www.colorado.gov/pacific/dhr/student-loan-forgiveness-programs.

Our Values:

We believe in a people-first approach: To serve the people of Colorado, we develop a culture and work environment that creates an energized, inspired, and healthy team capable of giving their best to Coloradans.

Balance creates quality of life: We want our team to be resilient through a supportive workplace that values flexibility, health and wellness, and employee engagement.

We hold ourselves accountable: We take responsibility through our actions, programs, and results for the state of health and human services in Colorado.

Transparency matters: We are open and honest with employees, our partners, the Coloradans we serve, and the public.

We are ethical: We abide by what is best for those we serve by doing what is right, not what is easy.

Collaboration helps us rise together: We work together with all partners, employees, and clients to achieve the best outcomes for Coloradans.

We are committed to increasing the diversity of our staff and providing culturally responsive programs and services. Therefore, we encourage responses from people of diverse backgrounds and abilities.  

ADAA Accommodations: CDHS is committed to the full inclusion of all qualified individuals. As part of this commitment, our agency will assist individuals who have a disability with any reasonable accommodation requests related to employment, including completing the application process, interviewing, completing any pre-employment testing, 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 our ADAAA Coordinator, Nancy Schmelzer, at  cdhs_ada@state.co.us or call 1-800-929-0791.

~THE STATE OF COLORADO IS AN EQUAL OPPORTUNITY EMPLOYER~

Salary : $68,100 - $85,000