Purchasing & Contract Specialist - hybrid

Job Title

Contract Administrator

Description of Job

This position exists to provide professional technical expertise to DPA regarding the state's purchasing and contract process. In particular, for the drafting of solicitations and statements of work, management of the solicitation process, negotiation of contracts, purchase order issuance, terms and conditions reviews and negotiation, contract renewals and modifications, and for the resolution of issues which may arise between vendors and end users of services. This position will primarily, but not solely, support the Integrated Document Solutions (IDS) program and the vendors that provide needed services related to the IDS. This position may also support other Divisions as necessary.

A summary of the duties and responsibilities will include, but are not limited to, the following:

• Contract Administrator
• Serves as the contract administrator by negotiating contracts, financing agreements and leases, negotiating terms and conditions, and issuing purchase orders for goods and services.
• Negotiates terms with vendors and ensures that language will be approved by necessary contract approvers (including the Contract Manager, Attorney General, State Controller's Office, Risk Management, OIT, etc.).
• Must apply State Fiscal Rules and the Colorado Procurement Code and Rules in determining language.
• Initial negotiation through the final draft and execution of the Contract is the responsibility of this position.
• Ensures that contracts and purchase orders are renewed on time and via the appropriate mechanism.
• Works with Contract Managers to identify and apply the appropriate remedies if a contractor fails to perform.
• Purchasing Agent
• Serves as a purchasing agent for solicitations including, but not limited to, Requests for Proposal (RFP), Documented Quotes (DQ), Invitations for Bid (IFB), Invitations to Negotiate (ITN), and Requests for Information (RFI) as needed to obtain goods and services.
• This includes, but is not limited to, assisting program managers to develop appropriate Statements of Work (SOW) and/or specifications for solicitations, posting and managing solicitations, running evaluations, and creating awards.
• Ensures that all solicitations are completed in accordance with the State Procurement Code and Rules.
• Interpretation of Contract
• Provides interpretation of contract terms to managers, other staff and contractors as necessary.
• Ensures that Divisions are complying with all applicable rules, statutes, and policies including fiscal rules and procurement rules.
• Contract Audits
• Performs contract audits on an as-needed basis for all Division contracts.
• Ensures all contract information is current in the Contract Management System (CMS) and all encumbrances are completed correctly in the State's financial system.
• Provides timely contract expiration reports and information to the Division.
• Division Representative
• Attends appropriate meetings such as Procurement Advisory Council (PAC) and other informational or training meetings as required.

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

A Human Resources Analyst will only review the work experience/job duties sections of the online job application to determine whether you meet the minimum qualifications for the position for which you are applying. Cover letters and resumes WILL NOT be accepted in lieu of the official State of Colorado online application, but may be attached. Applicants must meet the minimum qualifications to continue in the selection process for this position. Work experience and qualifications must be specifically documented on your online application. Do not use "see resume" or "see attached" statements on your application. Resumes will not be reviewed for minimum qualification screening. If it is determined that you meet the minimum qualifications, your application will also be used as part of the comparative analysis process to identify a top group for further consideration.

This position is advertised in line with the Governor's Executive Order (Executive Order 2022 015) focused on skills-based hiring practices that emphasize the knowledge, skills, and abilities specific to the job and align the hiring process accordingly. Skills-based hiring reduces potential barriers for applicants and allows for reduced bias in the hiring process by providing a direct description of skills unique to the assigned duties, recognizing that the applicant may have developed these skills through education, training or past experiences.

Residency Requirement: This posting is only open to residents of the State of Colorado at the time of submitting your application.

Class Code & Classification Description: H4G6XX - CONTRACT ADMINISTRATOR III

Minimum Qualifications: Experience Only: At least six (6) years of relevant experience in procurement including experience in purchasing, contract development, contract negotiation, and contract management. OR Education and Experience: A combination of related education and/or relevant experience in procurement including experience in purchasing, contract development, contract negotiation, and contract management equal to at least six (6) years.

The exceptional candidate will possess the proven ability or accomplishment in the following preferred qualifications:

• Previous State Service related to the work assigned to the position
• Experience with print operation procurements/contracts.
• Ability to interpret and explain policies and procedures
• Highly organized and detail oriented
• Experience in public purchasing
• Knowledge of the Colorado Fiscal Rules, Procurement Code and Procurement Rules

Conditions of Employment:

• A pre-employment criminal background check will be conducted as part of the selection process.
• Travel As needed to attend trainings

Comparative Analysis Process The comparative analysis process for this position may consist of a structured application review, an online assessment or other structured assessment step.

Appeal Rights:

An applicant who has been removed from an employment list or removed from consideration during the selection process may request a review by the State Personnel Director. As an applicant directly affected by the results of the selection or comparative analysis process, you may file a written appeal with the State Personnel Director.

Review of the completed, signed and submitted appeal will be timely on the basis of written material submitted by you, using the official appeal form signed by you or your representative. This form must be completed and delivered to the State Personnel Board by email at View email address on click.appcast.io within ten (10) calendar days from your receipt of notice or acknowledgement of the Department's action.

For further information on the Board Rules, you can 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/board-rules.

Supplemental Information

Employment Philosophy: The State of Colorado strives to build and maintain workplaces that value and respect all Coloradans. We are building a Colorado for All through a commitment to equal opportunity and hiring based on merit and fitness. The State is committed to non-discriminatory practices in hiring, employment, and advancement opportunities.

Accommodations: The Department of Personnel & Administration 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, Heather Siegal View email address on click.appcast.io