The Procurement Specialist will be responsible for administering complex, county-wide procurements procurement for departments with less volume and less complex needs including the direct purchase, competitive solicitation, and contract creation related to a wide variety of supplies, equipment, materials, labor services.
Responsible for county-wide procurement for departments with less volume and less complex needs including the direct purchase, competitive solicitation, and contract creation related to a wide variety of supplies, equipment, materials, labor services, and professional and client services in accordance with federal regulations, state statutes, county administrative code, policies, procedures and budget; assist in analyzing contractor performance for compliance and with corrective action; and to perform related duties as assigned.
This is the entry-level class in the Procurement Specialist job series and is responsible for providing procurement services for departments with less volume and less complex needs than departments assigned to Senior Procurement Specialists. This position will provide support to the Senior Procurement Specialist and Principal Procurement Specialist as needed.
The current vacancy is in the Finance Department.
To view or print a copy of the complete Ramsey County job (class) description for this position, go to: Job Descriptions. Once at this page, you can browse the alphabetical list or search for a job description.
This position is identified under the designation of ‘flex work eligible’, meaning that the employee can formally opt to be in-office full-time or work a flex schedule in which at least two-days per week are performed in office and other days can be performed in a remote-first environment. Regardless of selection, the position carries expectations regarding on-site responsibilities and will require schedule flexibility beyond the minimum expectations set forth in the county’s flexible workplace policy. To view Ramsey County’s Flexible Workplace policy, go to: Flexible Workplace policy (Download PDF reader).
Responsibilities
Examples of Work Performed
- Communicate procurement federal regulations, state statutes, county policies and procedures, and State of Minnesota Auditor’s reports.
- Conduct all phases of direct purchase and competitive solicitation policies and procedures for departments with less volume and less complex procurement needs including: analyze the marketplace, develop comprehensive solicitations including writing the scope or specifications, develop appropriate evaluation and pricing matrices, advertise and release solicitations, conduct pre-solicitation response conferences and solicitation openings, analyze solicitation responses for conformance with requirements, compliance, established intent and reasonableness, and allow ability of fiscal costs, and service delivery methodologies; develop quote/bid tabs, direct department representatives regarding response evaluation, manage the solicitation award process; attest that the direct purchase or competitive solicitation is in compliance with all county policies and procedures, federal regulations, and state statutes.
- Conduct all phases of contract preparation for supplies, equipment, materials, labor services and professional and client services for departments with less volume and less complex needs including: contract creation that is in compliance with the direct purchase or competitive solicitation and awarded contractor’s response; obtain necessary contract documents, such as bonds and insurance requirements, and validate the accuracy and compliance of documents; attest that the contract is in compliance with all county policies and procedures, federal regulations, and state statutes.
- Maintain official procurement files which are subject to state audit and public data practices requests; assist in answering questions from auditors related to procurements for which they are responsible; draft correspondence, such as responses to public data practices requests from the public and other county employees.
- Recommend changes and/or improvements to procurement policies and procedures, templates and forms, solicitation and contract language.
- Assist in problem resolution between departments and contractors related to performance issues, warranty, pricing, quality, non-compliance with contract requirements, or any other solicitation or contract related issue; administer contract price changes, alterations, terminations, extensions and renewals, negotiations, and amendments in accordance with contract provisions.
- Proactively review department contract usage, procurement needs, and marketplace availability to develop direct purchase or competitive solicitations and resulting contracts or contract renewals that support continuation of business needs; conduct cost benefit analysis, life cycle costing, and commodity standardization studies; evaluate and recommend ways to leverage procurements county-wide.
- Coordinate intergovernmental agency cooperative purchasing solicitations and contracts; analyze existing and new procurement master contracts in order to purchase off other federal, state, and cooperative contracts; ensure that approved master contracts, including renewals, are setup in the county’s PeopleSoft Oracle Aspen system in a timely fashion; conduct marketplace analysis and provide information to departments regarding conditions and trends relative to procurement.
- Cultivate relationships with the contractor community to maintain contractor interest in responding to county solicitations with a focus on the county’s race and gender-neutral small business enterprise initiative through contractor outreach, county collaboration, and department participation; assist and guide contractors through complex administrative procedures.
- Assist in implementation and provide recommendations for configuration and functionality used in the county’s PeopleSoft Oracle Aspen system; participate in Aspen system testing as needed.
- Assist in the disaster relief Continuity of Operations Plan (COOP) when necessary.
- Attend periodic purchasing meetings, seminars, and training pertaining to procurement.
- Work with vendors to track the value and qualities of environmentally preferable products purchased, as well as the cost-savings and environmental benefits associated with those purchases.
(The work assigned to a position in this classification may not include all possible tasks in this description and does not limit the assignment of any additional tasks in this classification. Regular attendance according to the position's management approved work schedule is required.)
ESSENTIAL FUNCTIONS: 1, 2, 3, 4, 5, 6, 7, 8, 9, 10.
Qualifications
Minimum Qualifications
Education: Bachelor’s degree in Public Administration, Supply Chain Management, Business Administration, Business Management, Accounting or closely related field.
Experience: None.
Substitution: None.
Other: Ability to obtain certification as a Certified Professional Public Buyer (“CPPB”) within 36 months of hire.
Exam/Screening Process Information
The examination process will consist of the following section with each section weighted as indicated:
Training and Experience Rating = 100%
The examination for Procurement Specialist will consist of a training and experience rating, comprised of the questions in the attached supplemental questionnaire. Not all applicants who meet the minimum qualifications will pass the training and experience rating. The rating on this supplemental questionnaire will depend on your answers to the questions – do not mark “see resume” or “see work history” as a response. Please answer all your questions clearly and completely. Failure to respond could affect your score and final rank on this examination.
The names of all applicants who filed a properly completed application and passed the examination/screening process shall be placed on the eligible list for an employment opportunity as a Procurement Specialist. This list will be certified to the appointing authority which may use this list to conduct interviews to fill a vacancy. Candidates will remain on the list for 30 days (1 month) or until hired, whichever occurs first. A notice will be sent to applicants at the time the eligible list is posted, informing them that the list has been posted and their rank on the list.
Veteran's Preference: This is a classified position requiring an open, competitive selection process. Veteran's Preference points will be applied after a candidate passes the examination process. Applicants who are eligible for veteran's preference should update their veteran's DD214, and other supporting documents, and submit them as an attachment at the time of application.
Criminal Background Checks: All employment offers are conditioned upon the applicant passing a criminal background check. Convictions are not an automatic bar to employment. Each case is considered on its individual merits and the type of work sought. However, making false statements or withholding information will cause you to be barred from employment, or removed from employment.
E-Verify Participation: Ramsey County participates in the federal E-Verify program. This means that Ramsey County will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each new employee's Form I-9 to confirm work authorization. If the Government cannot confirm that you are authorized to work, Ramsey County is required to give you written instructions and an opportunity to contact DHS and/or the SSA before taking adverse action against you, including terminating your employment. Employers may not use E-Verify to pre-screen job applicants and may not limit or influence the choice of documents you present for use on the Form I-9.
Equal Opportunity Employer: Ramsey County provides equal access to employment, programs, and services without regard to race, color, creed, religion, age, sex (except when sex is a Bona Fide Occupational Qualification), disability, familial or marital status, sexual orientation or gender identity, public assistance status, place of residence, political affiliation, or national origin. Ramsey County is deeply committed to advancing racial equity and promoting diversity and inclusion within all areas of our workforce.
To print a paper application for this posting click Paper Application (Download PDF reader). You will need to print this posting and answer the supplemental questions associated with this exam and submit them with your completed paper application.
For further information regarding this posting, please contact Megan.Simmons@co.ramsey.mn.us
Ramsey County
Saint Paul, MN 55101
US
