Purchasing Agent III

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Purchasing Agent III

Salary

$57,708.00 - $88,000.00 Annually

Location

Denver, CO

Job Type

Full Time

Job Number

LAA-00537-11/24 OC

Department

Department of Law

Division

Administration

Opening Date

12/09/2024

Closing Date

1/10/2025 11:59 AM Mountain

FLSA

Determined by Position

Type of Announcement

This position is open only to Colorado state residents.

Primary Physical Work Address

1300 Broadway, Denver, CO, 80203

FLSA Status

Exempt; position is not eligible for overtime compensation.

Department Contact Information

Mercedes Chansisourath, mercedes.chansisourath@coag.gov

How To Apply

Please submit an online application for this position at https://www.governmentjobs.com/careers/colorado. Reach out to the Department Contact to apply using a paper application, including any supplemental questions. Failure to submit a complete and timely application may result in the rejection of your application. Applicants are responsible for ensuring that application materials are received by the appropriate Human Resources office before the closing date and time listed.

• Description

• Benefits

• Questions

Department Information

Job announcement extended. If already applied, no need to reapply.

Find a rewarding career making a difference: Join the Office of the Attorney General!

The Department of Law is recruiting for an experienced purchasing/procurement professional. The Contracting and Purchasing Agent is a great opportunity for a professional who is interested in a dynamic, diverse position that involves contracting, purchasing, staff training, and regulatory research and compliance. As part of a small procurement team, this position will help design and develop workflows, initiate, develop, and execute projects, work through challenges in purchasing and contracting in the legal and law enforcement industries, and spearhead procurement for our on-site IT section. DOL manages numerous unique legal challenges that provide our procurement team a breadth of opportunity to expand their knowledge and experience in contracts and purchasing.

WHO WE ARE The Office of the Attorney General/Department of Law is the "People's Lawyer." The Attorney General, Phil Weiser, was elected by the people of Colorado and is the State's chief lawyer and law enforcement official. Our vision for the Department of Law is: "Together, we serve Colorado and its people, advancing the rule of law, protecting our democracy and promoting justice for all." Our core values and commitment to diversity, equity, and inclusion, drive our actions and demonstrate our focus on being principled public servants who are innovative and better together.

Visit our website to learn more: https://coag.gov/.

Description of Job

ABOUT THE UNIT

The contract and procurement unit provides fiscal management and support for all units within the Department of Law and ensures that all purchases of goods and services made and grants issued by the Department are in compliance with State statutes, procurement rules, fiscal rules, and DOL policies and procedures. The unit is responsible for completing departmental financial transactions in an accurate and timely manner, including but not limited to accounting, budget, procurement, and contracts. The unit is responsible for financial reporting to management and assisting departmental units with interpreting financial information and decision-making. This unit works closely with DOL Budget to plan, direct, and control fiscal operations, maintain fiscal oversight, and monitor compliance with various authoritative guidance (include Colorado Revised Statutes, Fiscal Rules, federal reporting guidelines, GASB, GAAS, and other regulatory rules).

WHAT YOU WILL DO

The Contracting and Purchasing Agent (Purchasing Agent III) works with the Contracts & Procurement Official, performing professional level duties involved with procuring goods and services necessary for the operation of the Department of Law. This position serves as a Purchasing Agent that performs purchasing, contracting and competitive grant duties. This position will:

Purchasing

• Serve as a sub-delegated purchasing agent for the department and is involved with every aspect of ensuring purchases are appropriately procured and legally binding

• Evaluate purchasing requests to determine the appropriate vendor selection/purchasing method (including State Price Agreements) and appropriate commitment voucher (i.e. purchase order vs. contract)

• Advise DOL requestors on Procurement Code and rules, Fiscal Rules and policies, and any other pertinent State/DOL laws or rules

• Draft purchase orders

• Conduct initial risk assessment of vendor agreements before forwarding to the Contracts & Procurement Director

• Review and evaluate vendor agreements to modify specific contract language before forwarding to the Contracts & Procurement Director

• Negotiate language in vendor agreements with vendors balancing all State requirements, risk analysis, and program need

• Conduct informal and formal solicitations for quotes or bids, including documented quotes, requests for information, invitations for bid, requests for proposals, and sole source justifications

• Ensure solicitations include sufficient specifications and appropriate terms and conditions to obtain maximum competition as well as meet program and DOL needs

• Edit and revise statement of work requirements from DOL staff to meet the needs of the solicitation and desired outcome

• Interview potential vendors concerning the product or service needs of DOL, including price negotiations, product and service delivery terms

• Ensure potential awarded vendors are in compliance with State requirements for doing business under State purchasing and contracting guidelines

• Input all required purchasing documents in the State's accounting system (CORE) and the State’s Contract Management System (CMS)

• Maintain complete DOL procurement, contract and grants files

Contracting

• Serve as a contract administrator for designated purchase orders and contracts

• Determine the appropriate commitment voucher (i.e., purchase order vs. contract, grant) based on the purchasing method used, State Fiscal Rule requirements, Office of the State Controller Policies, DOL policies, other legal or policy guidance

• Utilize the State's model contracts and DOL templates to draft purchase orders, contracts, and grants, including but not limited to, statements of work, contract exhibits, amendments, task orders, option letters, etc., in a timely manner, and in consideration of competing deadlines/program need

• Work closely with DOL managers/program staff to define program need, including complex contracts clauses (such as data protections required under FERPA, CJIS, HIPPA, etc.)

• Consult on and revise proposed language provided by program staff for purchase orders or contracts

• Determine specific contract language with review and approval from the Contracts and Procurement Director, and negotiate language with vendors balancing all State requirements, risk analysis, and program need

• Ensure vendors are in compliance with required liability insurance and that amounts are appropriate for DOL's potential risk

• Ensure vendor registration with Secretary of State's Office

• Work closely with Budget Director to determine funding mechanisms for various purchasing efforts.

• Maintain DOL data in the CMS

• Complete any additional require statewide notifications (Keep Jobs in Colorado notification, etc.) in a timely manner

• Enter all purchase orders and contracts in CORE

• Provide periodic reporting to DOL staff involved with purchasing or contract efforts (i.e., status of encumbrance, remaining balance, impending expiration dates of contracts, required options or amendments, etc.).

• Guide contract monitoring efforts (e.g., updated insurance certificates)

Competitive Granting and Grant Development

• Collaborate and serve as a liaison with DOL grant programs staff on competitive granting functions

• Shepherd all phases of source selection and competitive applications for incoming and outgoing grants for assigned projects

• Provide guidance and best practices to grant program staff for incoming grants, including grant applications

• Develop and maintain complete and accurate documentation for each competitive granting process

• Ensure outgoing grants are appropriately awarded and legally binding and for overseeing all DOL efforts to obtain incoming grants

• Conduct competitive grant processes, includes draft Requests for Applications (RFA)

• Oversee, coordinate, facilitate, and manage competitive grant evaluations and award processes

• Partner with grant program staff to draft the appropriate solicitation documentation,

• issue the competitive grant request to the public

• lead the evaluation committee and subsequent evaluation meetings

• work with the Lead Grants Officer to screen evaluators and applicants for conflicts of interest

• compile the evaluations to determine the awarded applicant(s)

• issue the notice(s) of award

• Ensure competitive grant documents include sufficient specifications and appropriate terms and conditions to obtain maximum competition, as well as meet programmatic and DOL needs

• Conduct risk assessments, identifying appropriate program and/or IT staff to include in the risk assessment process

• Conduct pre-application meetings and post-award applicant debriefings, as necessary

• Draft Statement of Work (“SOW”)/grant requirements, as well as revise and edit SOWs and technical requirements received from DOL program to meet the needs of the competitive grant process

• Ensure potential awarded applicants comply with State and Federal requirements for doing business under State and Federal granting guidelines

• Coordinate with the DOL granting units to develop a timeline of grant projects

• Review the unit grant coordinators/grant subject matter expert (SME) draft material to ensure the project scope and budget are aligned with best practices

Education and Training

• Train DOL staff on all procurement, granting and contracting guidance and processes including, but not limited to Colorado Revised Statutes, Colorado Procurement Code, Fiscal Rules, Fiscal Procedures, Office of the State Controller policies, and Federal program and data protection requirements (FERPA, CJIS, HIPPA, FTI, etc.)

• Develop and deliver training on contract and procurement/competitive granting processes to staff as directed

Salary note: Although a salary range is listed, salary will be set commensurate with the successful candidate's qualifications and in compliance with the Equal Pay for Equal Work Act. Salary will be paid on a biweekly basis.

This recruitment may be used to fill highly similar positions in the Contracts and Purchasing Unit.

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

WHAT WE ARE LOOKING FOR

Minimum Qualifications: Please document all relevant experience in detail on your application. Experience will not be inferred or assumed. Any part-time experience listed will be prorated.

Requires:

• Six years of *professional experience in public sector purchasing, contracting and/or competitive grant making.

OR

• Graduation from an accredited institution with a bachelor's degree in accounting, business, finance, public administration or other closely related field AND Two years professional experience in public sector purchasing, contracting and/or competitive grant making as primary job duties.

OR

• A master's degree from an accredited institution in accounting, business, finance, public administration or other closely related field AND one year of *professional experience in public sector purchasing, contracting and/or competitive grant making as primary job duties.

  OR

• A combination of education and *professional experience in public sector purchasing, contracting and/or competitive grant making as primary job duties totaling six years.

*Professional work experience is defined as 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.

Preferred Qualifications: In addition to the minimum qualifications, if you possess any of the following specifically include the details on your application, as this information will be used to assess your qualifications and may be used to determine a top group of applicants.

• Experience conducting solicitations, including managing solicitations from cradle-to-grave, solicitation document drafting, including scope of work formation and drafting, and appointing and overseeing evaluation committees throughout the evaluation and award process

• Experience managing the Request for Proposal (RFP) process including drafting solicitation language, overseeing evaluation committee and vendor selection, and contract writing

• Extensive purchasing and contracting experience in a governmental setting

• Experience drafting legal documents

• Though not required, experience with state granting operations including competitive grants and grant development is desired

Desired Competencies:

• Self-directed and motivated work ethic

• Strong organizational, planning, and prioritization skills, demonstrating flexibility and an ability to multitask

• Demonstrated verbal and written communication skills

• Ability to develop strong ongoing professional relationships and foster strategic partnerships, demonstrating exceptional customer service and respect for others

• Exceptional attention to detail

• Highly effective critical thinking, complex problem solving, and decision-making skills

• Ability to interpret complex rules, regulations, policies, procedures, and guidelines

  Conditions of Employment:

• Applicants must pass a thorough background investigation prior to appointment.

• Hybrid work arrangements require this position to work in-person in the office a minimum of two - three (2 - 3) days/week.

• Colorado Department of Law participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S.

  HOW TO APPLY

Required Application Materials:

• A completed State of Colorado Application: Applicants are responsible for ensuring that the application provided is fully completed and clearly describes their education, training and experience as it relates to this position. Applications left blank or marked “See Resume” will not be considered.

• Resume: A detailed resume outlining your background skills and experiences including previously held positions and academic background. Any information regarding your skills, qualifications, accomplishments, etc. and how you meet any of the listed preferred qualifications is highly encouraged. Your resume will be reviewed as part of the comparative analysis process.

• Cover Letter: A brief cover letter detailing your interest in the position, relevant experience and any additional information you'd like to share as it relates to your interest in the position.

Veteran’s Preference: In order to be considered for veteran’s preference you must attach a copy of your DD214 forms as well as any documentation required to prove disability or marital status.

Your application will be reviewed by a qualified Human Resources Specialist to determine if you meet the minimum qualifications for this position. If your application does not demonstrate that you meet the minimum requirements, you will be notified that you will not proceed in the selection process for this position. If your application is rejected and you have questions, you may contact Mercedes Chansisourat atmercedes.chansisourath@coag.gov.

Assessment Information:

Colorado Revised Statutes require that all state employees be hired and promoted through comparative analysis of merit and fitness. Upon meeting the minimum qualifications, the next phase of the process is typically a structured application/resume review by a panel of subject matter experts against the job duties and/or preferred qualifications in this job announcement to determine technical competence, depth and breadth of experience and potential job fit.

• Technical Competence – Technical experience as it relates to the duties outlined in this job announcement.

• Depth and Breadth of Experience – Experience that covers multiple areas outlined in this job announcement and demonstrates the level of responsibility assigned.

• Job Fit – Experience will be evaluated to determine how well experience aligns with and meets the business needs of this position. Current experience is preferred.

It is imperative that the “Work Experience” section of your application is complete and specifically addresses your qualifications, experience, work product, and accomplishments as they relate to the Description of the Job, Minimum Qualifications, and Preferred Qualifications as listed above. Failure to include adequate information or follow instructions by the closing date may result in your application not being accepted and/or may affect your inclusion in the final pool of eligible applicants as the materials may be used to identify a top group for additional assessment or establish an eligible list for referral to the hiring manager for final consideration.

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, US Mail, faxed or hand delivered 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 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.

Supplemental Information

WHY WORK FOR US

We Embrace Flexibility

We aim to produce outstanding work product for our clients, be efficient with our time, and support each other as team members – which also means we embrace flexible working arrangements when and where possible.

We Are Committed to Diversity, Equity and Inclusion

At the DOL, our commitment to DEI is thriving. We know that we are better together when our differences are valued and everyone is inspired and empowered to contribute. As such, we strive to provide a safe environment where individuals feel valued and respected for who they are; demonstrate a behavior and mindset where differences are welcomed, and individuals are treated equally and empowered to do their best work; and promote growth and innovation through a diverse workforce. We empower an active Diversity Equity & Inclusion Impact Team that creates approaches to ensure safe spaces and a culture supportive of people being their authentic selves, hosts events and programs on DEI areas important to our employees, enables development and sustainability of resource groups that give a voice to historically marginalized populations, focuses on retaining our incredible talent, and more! If your professional goals include promoting growth and innovation with colleagues who recognize that we are better together when our differences are valued and respected, then DOL is your place to be!

We Have Strong Core Values

Our core values drive our actions. At the Department of Law, we are: 1) principled, maintaining the highest ethical standards, rigorous legal analysis, and careful evaluation of facts; 2) public servants, who are always ensuring our work is not about us, but instead is about the people of Colorado; 3) innovative, by seeking to identify the best approach, make deliberate decisions, and look to improve; and 4) "better together," by working to support each other and collaborate.

We are Committed to Developing our Employees

We are deeply invested in our talent and regularly provide meaningful opportunities for personal and professional growth through training and coaching. Further, our professional development and performance goal setting process is collaborative and ongoing, and aimed at helping our employees grow and succeed.

We Offer Excellent Benefits

In addition to the comprehensiveState of Colorado benefits package (https://dhr.colorado.gov/state-employees/state-of-colorado-employee-benefits) including competitive medical and dental health plans, employer-paid life insurance, paid holidays, retirement plans withColorado PERA (https://www.copera.org/) , and vacation and sick leave earned each month, there are many other unique benefits that we offer, including:

• Medical (https://www.colorado.gov/pacific/dhr/medical) anddental (https://www.colorado.gov/pacific/dhr/dental) health plans

• Employer-paid life insurance

• Paid vacation and sick leave earned each month

• 11 paid holidays per year

• Public Service Loan Forgiveness (https://studentaid.gov/manage-loans/forgiveness-cancellation/public-service) – The Public Service Loan Forgiveness Program forgives the remaining balance on your direct loans after you have made 120 qualifying monthly payments under a repayment plan while working full-time for a qualified employer.

• Free access to an on-site fitness center

• Strong, flexibleretirement benefits (https://www.copera.org/retirement-benefits) including 401K and 457 plans

• Distinctive career advancement opportunities throughout the State personnel system

• Excellent work-life programs, such as flexible work schedules, professional development opportunities, and an employee discount program

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.

The Department of Law 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, Julie Christopher, athr@coag.gov.

The State of Colorado offers permanent employees a variety of benefits including medical, dental, life and disability insurance, as well as a comprehensive leave program. Please click the following link for detailed information: www.colorado.gov/pacific/dhr/benefits

Please note that each agency's contact information is different; therefore, we encourage all applicants to view the full, official job announcement which includes contact information and class title. Select the job you wish to view, then click on the "Print" icon.

01

A resume and cover letter are required along with the completed employment application. These documents can be submitted using the "Attach" feature. Please confirm that you have submitted the required resume AND cover letter.

• Yes

• No

  02

  Describe in detail your experience drafting each of the following: Statements of Work, Requests for Proposal , and any other professional technical writing. Include details of your specific role and involvement in drafting each example cited. Please indicate clearly which part of the question you are answering.

  03

  Describe your professional experience with drafting legal documents, drafting contracts, and/or contract administration. Experience described must be documented in the Work Experience section of the employment application.

  04

  Describe your experience in State of Colorado granting operations, if any. Please include details of this experience as it relates to competitive grants issued with either Federal funds and/or State funds.

  Required Question

Agency

State of Colorado

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Website

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