Sr. Procurement Specialist

Sr. Procurement Specialist

Performs specialist-level procurement and contract administration work for OMMA. Independently coordinates assigned acquisitions from initial planning through purchase order and contract closeout, maintains the procurement record, and advises agency staff on compliant purchasing methods. Serves as OMMA's primary operational liaison with OMES Central Purchasing and other required state reviewers for assigned acquisitions.

• Reviews purchase requests, scopes of work, specifications, estimates, funding information, and supporting documents; determines the appropriate acquisition method.
• Prepares, reviews, enters, and routes requisitions and purchase orders in PeopleSoft, including required comments, justifications, approvals, and attachments.
• Plans and administers competitive acquisitions, including solicitation documents, bidder communications, conferences, bid openings, evaluation records, and award recommendations.
• Coordinates acquisitions using statewide contracts, State Use suppliers, cooperative contracts, direct purchase methods, sole source procedures, emergency procedures, and applicable exemptions.
• Coordinates procurement and contract documents with program staff, Finance, Legal, Information Technology, OMES, suppliers, and other required reviewers before a commitment is made or work begins.
• Maintains complete procurement files documenting the business need, acquisition method, competition or exception, approvals, evaluation, award, purchase order, contract actions, and closeout.
• Processes and tracks purchase order and contract actions, including renewals, amendments, change orders, encumbrance adjustments, supplier updates, and closeout activities.
• Maintains procurement and contract tracking records for solicitation status, purchase order balances, renewal dates, expiration dates, amendments, and required actions.
• Works with designated contract monitors to document supplier performance, deliverables, spending, and contract concerns while preserving the program area's responsibility to verify performance and receipt.
• Provides procurement guidance and training to OMMA staff and responds to supplier questions, OMES inquiries, audits, and records requests.
• Exercises procurement authority only within written delegations and approved procedures. Does not make unauthorized commitments, certify unverified receipt, or provide final payment approval for transactions handled through procurement.
• Other duties as assigned.

Demonstrates knowledge of and supports mission, vision, value statements, standards, policies and procedures, operating instructions, confidentiality standards, and the code of ethical behavior. Works effectively in team environment, participating and assisting their peers. Participates in the development and evaluation of program objectives and procedures. Provides training and technical assistance to internal staff.

This is the specialist level of this job family assigned independent responsibilities involving in a specific area of the lifecycle, procurement, purchasing, contracts, and/or acquisition, of obtaining goods and services for an institution or agency. At this level employees may have a business title that denotes their expertise.

Knowledge, Skills and Abilities required at this level include knowledge the procedures and practices for a specific aspect of the lifecycle for obtaining goods and services for an agency. Ability required at this level includes the ability to write and review documents related to obtaining goods and services for an agency to ensure compliance with all state and federal rules, state purchasing laws, and other legal mandates; and monitor contract performance.

Education and Experience requirements at this level consist of three (3) years of technical clerical work plus two (2) years of experience involving procurement, purchasing, contracting, or acquisition; or an equivalent combination of education and experience substitution is allowed for the three (3) years of technical clerical experience only.

Some agencies may require experience in sending out invitations to bid and making telephone bids, evaluating bids or telephone price quotes, awarding contracts and/or issuing purchase orders, working with users and understanding their needs and requirements and assuming the responsibility for the correct evaluation and determination of bids and proposals.

Applicants must be willing and able to fulfill all job-related travel normally associated with this position. Persons appointed to positions within some agencies must possess or obtain certification as a Certified Procurement Officer (CPO) no later than eleven months from the date of appointment.

The State of Oklahoma is an equal opportunity employer and does not discriminate on the basis of genetic information, race, religion, color, sex, age, national origin, or disability.