Complex Procurement Specialist Job at Dept of State Health Services
Dept of State Health Services Austin, TX 78756
$4,599 - $5,500 a month
Performs highly advanced (senior-level) consultative services and technical assistance work on complex procurements for the Laboratory Services Section’s Austin and Harlingen locations. Serves as the primary representative for the Section on complex procurements. Coordinates Section activities, planning, special projects, and issues related to complex procurements. Represents the Laboratory Services Section leadership in meetings regarding complex procurements, when requested. Serves as a liaison with Section, agency, and enterprise budget, contract, grant, accounting, and purchasing staff. Works under minimal supervision, with considerable latitude for the use of initiative and independent judgment.
Essential Job Functions:
Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.
EJF 1. (35%) Performs highly advanced (senior-level) consultative services and technical assistance work on complex procurements for the Laboratory Services Section’s Austin and Harlingen locations. Works collaboratively with Section, agency, and enterprise staff to ensure continuity of laboratory operations for complex procurements. Guides Section staff and management in the planning and execution of complex procurements, laboratory supplies/services, and purchase order activities. Performs research in agency systems regarding contracts and procurements and submits required paperwork to various DSHS and HHSC departments to initiate complex procurements, encumber funding, and report vendor performance.
EJF 2. (25%) Serves as the primary representative for the Laboratory Services Section on complex procurements. Coordinates planning, evaluation, monitoring, adjustment, vendor review, and entry of requisitions/purchase orders for complex procurements. Initiates required forms for complex procurements such as requests for proprietary justifications, statements of work, and emergency procurements. Meets with applicable agency, enterprise, state, and/or federal staff and/or entities to address the Section's complex procurement issues. Represents the Laboratory Services Section leadership in meetings regarding complex procurements, when requested.
EJF 3. (20%) Coordinates and leads Section activities, planning, and special projects related to complex procurements. Coordinates complex procurement issues for further review and action. Prepares related high-level briefing documents and analyses related to complex procurements. Analyzes and reviews complex procurement policies and instructions to provide comments and recommendations. Keeps abreast of complex procurement-related policy matters to ensure compliance with state and federal regulations. Communicates with Section staff and management regarding changes to agency and enterprise policies, procedures, and instructions related to complex procurements.
EJF 4. (15%) Serves as a liaison with section, agency, and enterprise budget, contract, grant, accounting, and purchasing staff. Utilizes the agency procurement credit card (ProCard) for urgent and appropriate purchases. Serves as an effective backup for the Laboratory Requisition & Procurement Team Lead. Cross-trains and works with all team members in the Laboratory Fiscal & Procurement Branch to effectively maintain shared email inboxes and support customers in the usage of the CAPPS Financials system, review of purchase requisitions/purchase orders, purchase order/voucher adjustments, billing, invoices, training, the development of training materials, and other priorities established by management.
EJF 5. (5%) Other duties as assigned include but are not limited to actively participating and/or serving in a supporting role to meet the agency's obligations for disaster response and/or recovery or continuity of operations (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location. Consistently complies with DSHS Laboratory, local, state, and federal guidelines to ensure a safe functioning laboratory.
Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.
EJF 1. (35%) Performs highly advanced (senior-level) consultative services and technical assistance work on complex procurements for the Laboratory Services Section’s Austin and Harlingen locations. Works collaboratively with Section, agency, and enterprise staff to ensure continuity of laboratory operations for complex procurements. Guides Section staff and management in the planning and execution of complex procurements, laboratory supplies/services, and purchase order activities. Performs research in agency systems regarding contracts and procurements and submits required paperwork to various DSHS and HHSC departments to initiate complex procurements, encumber funding, and report vendor performance.
EJF 2. (25%) Serves as the primary representative for the Laboratory Services Section on complex procurements. Coordinates planning, evaluation, monitoring, adjustment, vendor review, and entry of requisitions/purchase orders for complex procurements. Initiates required forms for complex procurements such as requests for proprietary justifications, statements of work, and emergency procurements. Meets with applicable agency, enterprise, state, and/or federal staff and/or entities to address the Section's complex procurement issues. Represents the Laboratory Services Section leadership in meetings regarding complex procurements, when requested.
EJF 3. (20%) Coordinates and leads Section activities, planning, and special projects related to complex procurements. Coordinates complex procurement issues for further review and action. Prepares related high-level briefing documents and analyses related to complex procurements. Analyzes and reviews complex procurement policies and instructions to provide comments and recommendations. Keeps abreast of complex procurement-related policy matters to ensure compliance with state and federal regulations. Communicates with Section staff and management regarding changes to agency and enterprise policies, procedures, and instructions related to complex procurements.
EJF 4. (15%) Serves as a liaison with section, agency, and enterprise budget, contract, grant, accounting, and purchasing staff. Utilizes the agency procurement credit card (ProCard) for urgent and appropriate purchases. Serves as an effective backup for the Laboratory Requisition & Procurement Team Lead. Cross-trains and works with all team members in the Laboratory Fiscal & Procurement Branch to effectively maintain shared email inboxes and support customers in the usage of the CAPPS Financials system, review of purchase requisitions/purchase orders, purchase order/voucher adjustments, billing, invoices, training, the development of training materials, and other priorities established by management.
EJF 5. (5%) Other duties as assigned include but are not limited to actively participating and/or serving in a supporting role to meet the agency's obligations for disaster response and/or recovery or continuity of operations (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location. Consistently complies with DSHS Laboratory, local, state, and federal guidelines to ensure a safe functioning laboratory.
Knowledge Skills Abilities:
Knowledge of local, state, and federal laws related to purchasing and complex procurements.
Knowledge of agency, state, and federal policies and procedures related to complex procurement activities.
Skill in proofreading, editing, and checking work for accuracy.
Skill in effective listening, providing training, and technical assistance to others.
Skill in the use of standard office equipment and software applications (Outlook, Word, PowerPoint, etc.) with a minimal intermediate skill level in the use of Excel spreadsheets.
Skill in strategic planning and resource management.
Skill in effective decision-making and negotiation, organization, prioritizing workflow, handling multiple tasks/assignments simultaneously, and meeting deadlines.
Skill in evaluating, developing, and analyzing reports.
Skill in analyzing complex issues, drawing appropriate conclusions, and initiating necessary actions to solve problems.
Skill in planning and coordinating the work of others.
Skill in gathering, correlating and analyzing facts
Skill in devising solutions to problems.
Skill in communicating effectively both verbally and in writing to effectively address the audience.
Ability to learn billing and collection processes, governmental accounting, budgeting principles, and fiscal procedures.
Ability to learn agency software systems, including CAPPS Financials (purchasing), System of Contract Operation and Reporting (contracts), and HealthPac (billing).
Ability to learn laboratory organizations, business procedures, functions, roles, and responsibilities.
Ability to work independently and with a team actively supporting supervisor and co-workers in common goals and department directives.
Knowledge of local, state, and federal laws related to purchasing and complex procurements.
Knowledge of agency, state, and federal policies and procedures related to complex procurement activities.
Skill in proofreading, editing, and checking work for accuracy.
Skill in effective listening, providing training, and technical assistance to others.
Skill in the use of standard office equipment and software applications (Outlook, Word, PowerPoint, etc.) with a minimal intermediate skill level in the use of Excel spreadsheets.
Skill in strategic planning and resource management.
Skill in effective decision-making and negotiation, organization, prioritizing workflow, handling multiple tasks/assignments simultaneously, and meeting deadlines.
Skill in evaluating, developing, and analyzing reports.
Skill in analyzing complex issues, drawing appropriate conclusions, and initiating necessary actions to solve problems.
Skill in planning and coordinating the work of others.
Skill in gathering, correlating and analyzing facts
Skill in devising solutions to problems.
Skill in communicating effectively both verbally and in writing to effectively address the audience.
Ability to learn billing and collection processes, governmental accounting, budgeting principles, and fiscal procedures.
Ability to learn agency software systems, including CAPPS Financials (purchasing), System of Contract Operation and Reporting (contracts), and HealthPac (billing).
Ability to learn laboratory organizations, business procedures, functions, roles, and responsibilities.
Ability to work independently and with a team actively supporting supervisor and co-workers in common goals and department directives.
Registration or Licensure Requirements:
Certified Texas Contract Manager required or must be obtained within the first year of employment.
Certified Texas Contract Manager required or must be obtained within the first year of employment.
Initial Selection Criteria:
1. At least 2 years’ experience in state purchasing or contracts, including coordinating complex procurements (such as but not limited to: Request for Procurement, Request for Information, Request for Quote, Invitation for Bid, etc.).
2. Experience in providing consultative and technical assistance to management or staff
3. Experience in customer service
4. Experience in preparing reports
5. Experience in developing and editing written procurement and/or contract-related materials
6. Prefer experience in working in a fast-paced and high-volume work environment
7. Prefer experience in serving as a liaison between the HHS Enterprise program areas, and vendors
8. Prefer experience in purchasing or contracts within the HHS Enterprise
1. At least 2 years’ experience in state purchasing or contracts, including coordinating complex procurements (such as but not limited to: Request for Procurement, Request for Information, Request for Quote, Invitation for Bid, etc.).
2. Experience in providing consultative and technical assistance to management or staff
3. Experience in customer service
4. Experience in preparing reports
5. Experience in developing and editing written procurement and/or contract-related materials
6. Prefer experience in working in a fast-paced and high-volume work environment
7. Prefer experience in serving as a liaison between the HHS Enterprise program areas, and vendors
8. Prefer experience in purchasing or contracts within the HHS Enterprise
Additional Information:
MOS Code:
51C, 92Y, LS, SK, 3000, 2G0X1
51C, 92Y, LS, SK, 3000, 2G0X1
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In compliance with the Americans with Disabilities Act (ADA), HHS agencies will provide reasonable accommodation during the hiring and selection process for qualified individuals with a disability. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview.
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