TMD - Contract Specialist V (Procurement & Contracts)

TMD - Contract Specialist V (Procurement & Contracts)

Organization: Texas Military Department

Primary Location: Texas-Austin

Work Locations: Camp Mabry Training Site 2200 W 35th STREET Austin 78703

Job: Business and Financial Operations

Employee Status: Regular

Schedule: Full-time

Standard Hours Per Week: 40.00

Travel: Yes, 10 % of the Time

State Job Code: 1986TX

Salary Admin Plan: B

Grade: 24

Salary (Pay Basis): 6,500.00-7,000.00 (Monthly)

Number of Openings: 1

Overtime Status: Exempt

Brief Position Summary: Performs highly advanced (senior-level) contract management work for the agency. Work involves overseeing the execution and administration of contracts by defining Statement of Work (SOW) and specification requirements, awarding, and monitoring established contracts. Prepares procurement and contract documents, maintains contract records of items purchased, received, prepared, and issued. Required to supervise the work of others. Reports to the Procurement Contract Manager. Works under minimal supervision, with extensive latitude for the use of initiative and independent judgement.

Work Hours: Monday – Friday, 8 hours a day, 40 hours a week

Essential Job Functions and Responsibilities:

• Oversee the purchasing and contracting of goods and services.
• Review and/or oversee the review of requisitions for completeness, accuracy, and compliance with applicable requirements and rules prior to processing a solicitation.
• Monitor legal and regulatory requirements pertaining to purchasing and/or contracting.
• Determine the most applicable and cost-effective procurement method for obtaining goods and services.
• Expedite Centralized Accounting and Payroll/Personnel System (CAPPS) requisitions as required and research vendors for goods and services.
• Work with the program requesters and agency staff to coordinate or resolve procurement and contract issues.
• Review and process assigned requisitions.
• Prepare Pricing Requests (PR), Invitations for Bid (IFB), Requests for Offers (RFO), and Requests for Proposals (RFP).
• Recommend annual contract awards and awards contracts.
• Conduct vendor research for goods/services and monitor contracts for vendor performance.
• Respond to phone and email requests from requesters and staff related to processing status of requisitions, purchase orders, and delivery of goods/services.
• Interact with requesters concerning delivery, specifications, and other matters concerning products/services from vendors.
• Ensure the Historically Underutilized Business (HUB) program is utilized to award purchase orders/contracts to eligible HUBs to meet the statewide HUB goals in the applicable categories.
• Audit invoices and checks for accuracy, receipt of material, and compliance with purchase orders.
• Develop purchasing program guidelines, procedures, policies, rules, or regulations
• Develop establishment of purchasing goals and objectives.
• Coordinate the monitoring and tracking of vendor performance.
• Perform related work as assigned.
• Attend work regularly and observe approved work hours in accordance with agency state employee policies and procedures handbook.
• May be required to perform duty in support of national emergencies, disasters, and other missions, to include holidays and weekends.

Qualifications

Minimum Qualifications:

• Education: Graduation from an accredited four-year college or university is required (substitution allowed).
• Experience: Five (5) years' experience in procurement of goods and services is required. State of Texas experience with procurement (purchasing and contracting), including contract negotiations, is required. Knowledge of CAPPS Financials, USAS, or similar financial systems that support procurement or contract administration activities is required. Experience using Microsoft Office (such as Outlook, Word, or Excel) is required.

Preferred Experience:

• Experience with major maintenance, renovation, and construction contracts is preferred.
• Experience with HUB contracts and procurement at a State of Texas governmental entity is preferred.
• Experience with participating in marketing, outreach, networking, or promotional initiatives is preferred.

Substitution:

• Additional years of experience in procurement of goods and services may substitute for required education on a yearly basis up to four (4) years.

Registration, Certification, or Licensure:

• Certified Texas Contract Developer (CTCD) and Certified Texas Contract Manager (CTCM) are required. Valid Driver's License is required. If not currently a Texas resident, must obtain a Texas Driver's License within 30 days after entering Texas as a new resident. A satisfactory driving record is required for operating state or personal vehicles to conduct agency business.

Other Requirements:

• Background Investigation. Selected candidate must pass federal security background investigation. The process includes a National Agency Check and Inquiry (NACI) and fingerprinting. New employees must complete and sign the Office of Personnel Management (OPM) Form SF85. Completed forms are submitted to the OPM for the background investigations.
• Eligibility to Work in the U.S. The Immigration Reform and Control Act of 1986 requires all new employees to present proof of eligibility to work in the United States within three (3) days of being hired. The Texas Military Department participates in E-Verify and 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. All offers of employment are contingent upon the candidate having and maintaining legal authorization to work in the United States. Failure to present such authorization within the time specified by the U.S. Department of Labor will result in the offer being rescinded.
• Sponsorship. Candidates must be eligible to work in the United States without requiring sponsorship. Upon hire with the State of Texas, males between the ages of 18 through 25 must provide proof of registration or exemption with the Selective Service. For further information, visit the Selective Service website at

Knowledge, Skills, and Abilities:

• Knowledge of: contract monitoring, purchasing methods, and procedures; contract and purchasing sources, prices, market factors, and product characteristics; Comptroller Texas Administrative Rules (TAC), regulations, and policies; and Texas Government Codes (TGC) for procurement and contracting operations.
• Skill in: using Access, Excel, Word, USAS, CAPPS, and other automated procurement systems or databases; communicating verbally in a clear and concise manner; and using office equipment such as copiers, printers, and fax machines.
• Ability to: plan, prioritize, and schedule; assemble information and materials into logical order; pay attention to details; maintain system of adequate record keeping; prepare reports within the required timeline; interpret policies, procedures, and regulations; work effectively as part of a team; establish effective working relationships with supervisors and co-workers; and work in a military environment.

Physical/Working Conditions:

• Office work is generally performed in a sedentary office setting, involving sitting, standing, and walking to perform job duties. Office work requires extensive use of a personal computer and telephone. Candidate must also be able to lift, carry, move and/or set up equipment and materials weighing up to 50 pounds. Special assignments may occasionally be performed outdoors with exposure to inclement or hot weather. Requires the ability to travel up to approximately 10% of the time.

Military Employment Preference:

• If you qualify for a Military Employment Preference, it is mandatory that you provide the required documentation at the time of applying. Documentation must be provided before a Military Employment Preference can be granted.
• Currently Serving U.S. Armed Forces or Texas National Guard - Statement of service memo
• Veteran – DD Form 214 (or Equivalent)
• Disabled Veteran - VA Civil Service Preference Letter
• Spouse of a member of the United States Armed Forces or Texas National Guard serving on active-duty – Marriage certificate and verification of duty status (active-duty orders, PCS orders, statement of service)
• Spouse of a veteran if the spouse is the primary source of income for the household