Procurement Coordinator

Division of Legal, Compliance, Audit, and Investment Stewardship: Legal Compliance, Audit and Investment Stewardship (“LCAI”) is a division comprised of complementing disciplines that work collaboratively in providing support services to ensure legal and operational compliance for the Treasury’s programs.All driving toward the same goal, the LCAI supports the Treasury’s employees and stakeholders in successfully fulfilling the Department’s core functions and strategic initiatives.The Division staff works collaboratively as one team considering each other’s perspectives to accomplish Treasury’s goals.Since we are working remotely, we regularly engage in team meetings to stay connected.We believe that collaborating with Treasury colleagues contributes to Treasury’s mission, and it promotes a work-life balance.We strive for excellence as problem solvers and trustworthy stewards for the Treasury Department and the State. The Procurement Coordinator position is a part of LCAI as it requires interaction with the Department’s lawyers who evaluate the appropriate procurement method and, with the help of the program areas, draft solicitations and contracts.The Procurement Coordinator provides a critical function in supporting the Department to obtain and maintain necessary services. Job Overview: The position of Procurement Coordinator coordinates and participates in a variety of administrative and management activities and contract management.This position is responsible for coordinating procurement activities, managing contract lifecycles, and ensuring compliance with procurement rules, policies and internal guidance. Key Responsibilities: To obtain contracts for services within timelines provided by the Department’s requesting program areas, in coordination with the assigned attorney and load into the Edison system, by completing the following tasks: Proactively monitor contract expiration dates and contract maximum liability to ensure that services will be covered by the contract throughout the contract term without a gap in services; Coordinate draft of Requests for Proposals (“RFP”) or other procurement documents.Provide information to assist Legal and Program staff with the development of procurements documents to ensure compliance with the Central Procurement Office’s (“CPO”) requirements; Liaise between contractors, Program staff, Legal, the CPO and the Comptroller of the Treasury (“COT”) relative to competitive and noncompetitive procurements; Maintain a working knowledge of statewide contracts and cooperative agreements through the National Association of State Procurement Officials; Schedule RFPs such that RFP timelines are strategically planned so critical milestones, such as evaluations or oral presentations) do not conflict across multiple procurements; Send procurement documents to the CPO and the COT for approvals and track progress and procurement notices to potential contractors and ensure positing with the CPO; Conduct pre-proposal conferences and coordinate meeting appointments for Program staff and Legal; Conduct training for members of an RFP evaluation committee; Guide evaluation committee members and other Program staff through the procurement process to ensure that the procurement adheres to the schedule of events and CPO policies, procedures and guidelines; Evaluate RFPs to ensure that minimum mandatory provisions are met and an unconditioned and unedited signed Statement of Assurances is provided; Coordinate responses to time-sensitive written comments; Obtain approvals and distribute solicitation amendments; Distribute proposals for evaluation by the evaluation committee members; Calculate the scoring of technical and cost proposals and confirm the results with Internal Audit; Prepare and distribute and approved Notice of Intent to Award; Maintain an accurate procurement file each competitive and noncompetitive procurement; Maintain good working relationships with other state agencies involved in the procurement process; and Keep pace with evolving topics such as Americans with Disabilities Act Website Accessibility Compliance and the use of Artificial Intelligence with procurements. Minimum Qualifications: · Possession of a baccalaureate degree from an accredited college or university; · Minimum of three (3) years’ experience coordinating government procurements; · Excellent written and oral communication skills; and · Skilled and prioritizing and organizing multiple projects. Preferred Competencies: · Integrity and Trust · Problem Solving · Communication · Relationship Management · Critical Thinking · Attention to Detail