Procurement Specialist

Description of Work

This position serves as the purchasing agent forthe Division. Chiefresponsibilities include:

• Review of authorized requisitions received from end users, and division administration, with determination of appropriate acquisition procedures, including the necessity of supporting documents i.e. quote, and/or bid, requests for waivers, special delegation, notice of award, contract cost, and price adjustments in relation to all procurements including those of complex, higher risk, commodity, material, and equipment procurements, and less complex, lower risk service procurements
• Prepares purchase orders (PO's) including change orders, prepare draft RFPs (request for price), RFQ (request for quotes), and IFBs (invitation for bid), and coordinates the execution of purchase agreements, including regular contact with the Office of Procurement and Contract Services (OPCG) & IT Department (ITD)
• Shepherd end-users to commodity procurement, including Request for Information, Request for Quote, Request for Proposal, State Term Contracts (STC), and waiver of competition
• Ensures that all goods purchased are on state contract and that all applicable purchasing rules are followed based on STC rules, quotes and/or bids received, and all rules governing processes are followed and consistent with established goals for cost reduction and improvements for strategic sourcing methodology including requisition above formal bid threshold
• Responsible for DHSR’s fixed assets, including the annual fixed asset inventory report.
• Prepares print requests, including PO, for Division print needs to be performed by Correction Enterprises
• Serves as the division's primary contact with the OPCG and ITD in support of the end user during the procurement process
• Primary contact for end users/vendors/DHHS Controller's Office to resolve any invoice discrepancies related to accounts payable, as well as, product information, pricing, and delivery
• Primary contact for DHSR Sections with regards to maintenance and repair issues with DHSR equipment
• Monitor procurement process to ensure procurement process is completed and POs match final invoice and ready for payment and ultimately final close-out of the PO
• Train PCARD users and Administrative Staff on procurement policy and procedures
• Closes Purchase Orders (POs) in NC Financial System (NCFS) and E-procurement
• Close-out process entails review of the PO or contract to ensure all requirements of the agreement have been fulfilled, all outstanding contractual issues are settled, and all documentation requirements have been met
• Position also serves as a backup to PCard Administrator/Travel Coordinator
• PCard Administrator/Travel Coordinator trains employees on PCard usage and reconciles PCard receipts and serves as monitor on PCard transactions.; PCard Administrator/Travel Coordinator reviews travel reimbursements and travel authorizations to ensure compliance with travel policies and procedures
• Position serves as subject matter expert on procurement-related statutes and Purchasing Manual
  
  

About NC Department of Health and Human Services:

The North Carolina Department of Health and Human Services (DHHS) serves the needs of the most vulnerable of North Carolinians and to accomplish this, we hire only the most dedicated and caring individuals. Finding qualified clinical professionals to treat and care for our clients is a continual challenge as demand for services grows and the availability of providers struggles to keep pace. We are seeking a motivated individual who is up for this challenge and is dedicated to our mission of providing North Carolinians with the very best in clinical care.

Compensation & Benefits

The State of North Carolina offers excellent comprehensive benefits. Employees can participate in health insurance options, standard and supplemental retirement plans, and the NCFlex program (numerous high-quality, low-cost benefits on a pre-tax basis). Employees also receive paid vacation, sick, and community service leave. In addition, paid parental leave is available to eligible employees.

Visit website for State Benefits

Knowledge, Skills And Abilities / Competencies

To receive credit for all of your work history and credentials, you must list the information on the application form. Any information listed under the text resume section or on an attachment will not be considered for qualifying credit. Qualified applicants must document on the application that they possess all of the following:

The Knowledge, Skills and Abilities listed below, along with the Minimum Education and Experience Requirements, are REQUIRED to qualify for this position. We will not review resumes in lieu of Experience and Education listed on the application (additional statement below). Click these links for additional information: Introduction to the Job Application and Addressing Knowledge, Skills and Abilities.

• Working knowledge of general procurement and purchasing procedures and regulations
• Experience of procurement and supply management
• Ability to meet deadlines and coordinate a variety of tasks or projects simultaneously
  
  

Minimum Education And Experience Requirements

Bachelor s degree from an appropriately accredited institution, or Associate degree in business or related field of study from an appropriately accredited institution and two years of procurement experience; or equivalent combination of education and experience.

Some state job postings say you can qualify by an “equivalent combination of education and experience.” If that language appears below, then you may qualify through EITHER years of education OR years of directly related experience, OR a combination of both. See oshr.nc.gov/experience-guide for details.

Supplemental and Contact Information

The North Carolina Department of Health and Human Services (DHHS) is an Equal Opportunity Employer who embraces an Employment First philosophy which consists of complying with all federal laws, state laws and Executive Orders. We are committed to reviewing requests for reasonable accommodation at any time during the hiring process or while on the job. For more information about DHHS: https://www.ncdhhs.gov/.

DHHS uses the Merit-Based Recruitment and Selection Plan to fill positions subject to the State Human Resources Act with the most qualified individuals. Hiring salary will be based on relevant qualifications, internal equity, and budgetary considerations pertinent to the advertised position. It is critical to our screening and salary determination process that applications contain comprehensive information. Information should be provided in the appropriate areas to include the beginning and ending dates of jobs worked, education with the date graduated, all work experience, and certificates / licenses. Resumes will not be accepted in lieu of completing this application. Answers to Supplemental Questions must refer to education or work experience listed on this application to receive credit. Degrees must be received from appropriately accredited institutions.

• Applicants seeking Veteran's Preference must attach a DD-214 Member-4 Form (Certificate of Release or Discharge from Active Duty) to their applications.
• Applicants seeking National Guard Preference must attach a NGB 23A (RPAS) if they are a current member of the NC National Guard in good standing. If a former member of the NC National Guard, who served for at least 6 years and was discharged under honorable conditions, they must attach either a DD256 or NGB 22.
• If applicants earned college credit hours but did not complete a degree program, they must attach an unofficial transcript to each application to receive credit for this education.
• Applicants may be subject to a criminal background check. All candidates selected for positions considered "Positions of Trust" will be subject to a criminal background check.
  
  

Applications for positions requiring specific coursework must be accompanied by a copy of the applicant's transcript. Applicants with degrees not conferred at a United States college or university must attach verification that their degree is equivalent to a similar degree from a U.S. institution. The Office of State Human Resources uses the National Association of Credential Evaluation Services (NACES) as a referral resource for applicants who need to have their credentials certified as equivalent. For a list of organizations that perform this specialized service, please visit the NACES membership website at https://www.naces.org/members. Transcripts, degree evaluations and cover letters may be uploaded with your application.

NOTE: Applicants will receive communication via email only for updates on the status of their application or any questions on their application. If there are any questions about this posting other than your application status, please contact Talent Acquisition at talentacquisition@dhhs.nc.gov..

To check the status of an application, please log in to your NC Government Job Opportunities account and click "Application Status".

For technical issues with your application, please call the NeoGov Help Line at 877-204-4442. If you have a technical issue with your Government Jobs account, please call their Help Line at 1-855-524-5627.

NOTE: For temporary, contract or other supplemental staffing appointments: There are no paid leave, retirement or other benefits associated with these appointment types.

For Permanent And Time-limited Appointments

Eligible employees have benefits that include employee health insurance options, standard and supplemental retirement plans, NC Flex (a variety of high-quality, low-cost benefits on a pre-tax basis), and paid vacation, sick, and community service leave, to name a few. Paid parental leave is available for eligible employees. Some benefits require 30 hours work/week for participation.

01

Answers to supplemental questions are not a substitute for providing all relevant information within the body of your application. In order to receive credit for the supplemental questions in which you answered yes, you must provide supporting information within the body of the application, to support your answer. Your application should also reflect all education and all professional work experience acquired including high school and all degrees. It is critical to our screening and salary determination process that applications contain comprehensive candidate information. Have you provided such information within the body of the application? (Information should be provided in the appropriate areas, to include the following: Education – including high school, Work Experience – each position should be listed separately, Certificates & Licenses, Skills).

• Yes
• No
  
  

02

Do you have experience with the E-Procurement system and processes?

• Yes
• No
  
  

03

Please select the amount of documented experience you have with Microsoft Office (Word and Excel, products.

• None
• Beginner- Can perform basic functions (i.e. type, save, print)
• Intermediate - Can perform functions such as creating forms and spreadsheets
• Advanced - Can perform functions such as merging documents and linking workbooks
  
  

04

Which of the following best describes the level of ability you have demonstrated organizing and maintaining electronic files?

• None
• Limited
• Intermediate
• Advanced
  
  

05

Which of the below best describes your level of experience in customer service?

• No experience
• Some experience
• Significant
  
  

06

Please give additional detail where you learned of DHHS or this opportunity. (e.g., APA Annual Meeting in NYC in May 2021, Facebook, LinkedIn, Doximity, NC Substance Abuse Professional Practice Board, etc.)

• Required Question