STATE PROCUREMENT SPECIALIST 2
DEFINITION:
Under the limited supervision of a higher level State Procurement Specialist or other supervisory official in the Department of the Treasury, Division of Purchase and Property, the state’s central procurement authority, performs complex, specialized work in the procurement of goods and services; prepares bid solicitations for public advertising and awards contracts for essential products and services in a centralized and computerized environment, for executive branch departments and agencies, state authorities, independent institutions of higher education, school districts, and local governments in accordance with federal and state statutes, regulations, and executive orders; does other related duties as required.
NOTE: The examples of work for this title are for illustrative purposes only. A particular position using this title may not perform all duties listed in this job specification. Conversely, all duties performed on the job may not be listed.
EXAMPLES OF WORK:
Performs complex functions in the procurement of goods and services in an assigned field prepares complex procurement documents, analyzes vendor proposals, and recommends and awards contracts in accordance with New Jersey statutes, rules, and regulations.
Manages a complex and considerably active contract portfolio requiring follow-up and consistent administration at least monthly with the possibility of amendments; ensures contracts are extended in a timely manner to avoid lapse of essential state services; reviews and confirms contract amendment requests are part of original scope of work; handles all contract-related matters and ensures vendor is compliant with required approvals and/or certifications.
Responds to federal and state emergency declaration requirements for public health, weather events, or other disasters such as COVID-19 and Super Storm Sandy.
Writes bid specifications for a broad range of goods and services, evaluates bidder proposals, and recommends of award(s) of contracts, maintaining quality assurance throughout the process; evaluates and scores bids to prepare detailed bid tabulations; and develops formal Recommendation Reports and Evaluation Committee Reports among other reports and documents required throughout the bid process. State Procurement Specialist 2 awards must be upheld by a high percentage rate in light of public protests.
Demonstrates effective negotiation skills.
Maintains assigned portfolio ensuring proper extension or re-procurement of contracts to avoid lapse of essential state services.
Identifies sourcing strategies and contract structure by utilizing national cooperative purchasing or federally-based contracts, market analysis, and historical spend.
Prepares and advertises public bid solicitations and related documents to award contracts.
Manages bid solicitation tasks and resolves challenging issues, to ensure the public bidding process adheres to set timelines.
Works with state agencies to collect review and revise existing specifications and prepares new specifications for goods and services used by state departments, agencies, and other entities; works with internal and external stakeholders during the bid solicitation development process including, but not limited to, the Office of the Attorney General, Office of State Comptroller, staff attorneys, state agencies, Risk Management staff, and vendors
Collaborates with Office of Information Technology (OIT) and Office of Homeland Security professionals on technology and cloud service needs.
Performs complex analysis of various procurement operations and prepares statistical, progress, and other reports containing findings, conclusions, and recommendations.
Functions as Chairperson of Evaluation Committees with support as needed; performs all committee duties and functions including formation of the committee, evaluation and scoring of technical proposals, and production of highly-detailed Evaluation Committee Reports; provides procurement guidance and expertise to committee members throughout the procurement process.
Provides procurement guidance and expertise to state contract managers, agency fiscal and procurement officers and representatives, and New Jersey Boards of Education, local government entities, state and county colleges, and other public entities with statutory authority to utilize applicable state contracts.
Evaluates efficiency and effectiveness of practices, methods, and activities applied to current procurement conditions, costs, and objectives. Analyzes methods used in high impact procurement to determine optimal procurement methods. Analyzes historical product and procurement data for recommending effective procurement of goods, services, and cost savings. Performs complex market research analysis of vendor brochures, trade journals, and other technical material, and visits vendors and distributors as required.
Investigates complaints against vendors regarding goods and services and makes recommendations.
Develops projections of agency goods and services needs to determine procurement scheduling, contract development, and staffing requirements.
Develops evaluation criteria for quantitative and qualitative analysis.
Collaborates in a group setting to evaluate administration, efficiency, and effectiveness of department programs and activities using established standards and procedures. Investigates and identifies procurement process issues and eliminates unnecessary and/or wasteful procurement practices/positions.
Analyzes and interprets data on procurement process feedback collected from reviews, agencies, requests, and hearings.
Assists in analysis of implications of procurement legislation.
Assists with preparation, review, revision and maintenance of policies, procedures, and instructional material.
Analyzes and forecasts state, regional, and national market trends to establish long and shortrange planning to meet procurement requirements.
Analyzes technical information accompanying proposals to determine specification compliance.
Ensures bid solicitation process follows methodologies and standards set forth in the Operating Procedures.
Conducts research incidental to Procurement Bureau functions and processes.
Participates in hearing preparation and vendor/bidder meetings for award and performance of contracts and conducts other related procurement meetings.
Guides buying units through cost benefit analysis of procurement proposals.
Collaborates with representatives of state agencies to review existing and anticipated procurement needs and provide technical assistance and advice.
Participates in meetings to discuss procurement and contract processes with state agencies and vendors.
Prepares clear, sound, accurate, and informative statistical and other reports containing findings, analyses, conclusions, and recommendations.
Coordinates the flow of information to ensure accuracy of reporting and that the appropriate level of information is legally obtainable by requestors dependent upon their role in the process.
May assign procurement documents and instructions to technical and clerical staff and may provide supervisor with recommended changes.
Assists with providing budgetary planning information to state agencies after extensive review and analysis of historical purchasing data including purchase volumes, levels of competition, schedules, delivery points, and costs.
Utilizes electronic systems to manage the procurement process and associated data.
Maintains essential records and files.
Will be required to learn how to utilize various types of electronic and/or manual recording and information systems used by the agency, office, or related units.
REQUIREMENTS: NOTE: Applicants must meet one of the following or a combination of both experience and education. Thirty (30) semester hour credits are equal to one (1) year of relevant experience.
Six (6) years of professional experience in the procurement of goods and/or services including contract development and administration.
OR
Possession of a bachelor’s degree from an accredited college or university; and two (2) years of the above-mentioned professional experience.
NOTE: "Professional experience" refers to work that is creative, analytical, evaluative, and interpretive; requires a range and depth of specialized knowledge of the profession's principles, concepts, theories, and practices; and is performed with the authority to act according to one's own judgment and make accurate and informed decisions.
LICENSE:
Appointee will be required to possess a driver's license valid in New Jersey only if the operation of a vehicle, rather than employee mobility, is necessary to perform the essential duties of the position.
KNOWLEDGE AND ABILITIES:
Knowledge of centralized goods and services procurement, contract development, and administration.
Knowledge of laws, regulations, policies, and procedures for centralized procurement agency operations.
Knowledge of methods, techniques and procedures for competitive solicitation of procurement.
Knowledge of investigative techniques, research methodology, and operations analysis.
Knowledge of management information systems and electronic procurement systems applications.
Knowledge of methods used to compile and analyze data.
Knowledge of centralized procurement methods, practices, and routines.
Knowledge of state and federal governmental processes that impact economic activity and affect procurement conditions.
Knowledge of data processing applications.
Knowledge of statistical and analytical theory, practice, and techniques used for evaluation of administrative procedures.
Ability to apply statistical reasoning to analysis and evaluation of administrative procedures.
Ability to process user-agency procurement requests and prepare technical specifications compliant with New Jersey Administrative Code.
Ability to analyze problems systematically, organize information, identify key factors and underlying causes, generate solutions, and escalate to supervisor as needed.
Ability to read, interpret, and apply laws, regulations, policies, and procedures of centralized procurement agency operations.
Ability to analyze complex procurement data on accounting information and operations.
Ability to research and analyze complex specifications and proposals for procurement of goods and services.
Ability to organize assigned field, office, and other procurement work for large goods and services organizations and develop effective work methods in accordance with closely prescribed procedures.
Ability to implement department or agency procurement policies and procedures.
Ability to apply sound business practices to the procurement process.
Ability to create and maintain effective working relationships with colleagues, agency associates, supervisors, vendors, and other representatives and officials.
Ability to prepare complex and extensive correspondence and technically sound, accurate, and informative reports of findings, conclusions, and recommendations.
Ability to identify, gather, and interpret economic trends related to centralized procurement.
Ability to analyze procurement requirements for state user-agencies and develop applicable technical specifications.
Ability to evaluate bid proposals for a wide variety of materials, supplies, and professional and other services.
Ability to present findings from bid proposal assessments in a clear, concise, and logical manner.
Ability to identify, gather, and evaluate relevant statistics used for procurement forecasting or program evaluation. Ability to design statistical indicators that measure timeliness and effectiveness of procurement transactions.
Ability to gather and maintain extensive research data and material.
Ability to organize and plan significant technical projects.
Ability to prioritize, schedule, and undertake concurrent work assignments.
Ability to monitor progress of multiple ongoing projects.
Ability to communicate effectively with technical staff and state agency management.
Ability to organize assigned technical analysis and related evaluation work and develop effective work methods.
Ability to analyze, interpret, and apply basic laws and regulations.
Ability to assist in continuing studies and analyses of Procurement Bureau administrative procedures and programs to determine if revisions are required to prevent inefficiency and waste.
Ability to prepare statistical and financial data.
Ability to provide assistance to department officials on operating procedures and requirements.
Ability to carry out and report on assigned investigations, surveys, studies, and research activities.
Ability to establish and maintain essential records, reports and files.
Ability to learn how to utilize various types of electronic and/or manual recording and information systems used by the agency, office, or related units.
Ability to read, write, speak, understand, and communicate in English sufficiently to perform the duties of this position. American Sign Language or Braille may also be considered as acceptable forms of communication.
Persons with mental or physical disabilities are eligible if they can perform the essential functions of the job with or without reasonable accommodation. If the accommodation cannot be made because it would cause the employer undue hardship, such persons may not be eligible.
This job specification is applicable to the following title code:
