State of Maryland

An Agency Procurement Specialist Trainee is the entry level of work procuring equipment, services, construction, supplies, information technology, and other needs, which must be obtained through the competitive or negotiated procurement process. Employees in this classification learn to solicit, evaluate, negotiate and award contracts, according to State Procurement laws, procedures and regulations, as well as maintaining contracts by ensuring compliance with terms and conditions. Employees in this classification do not supervise. Employees may provide guidance and direction to Agency Procurement Associates and support staff.

Employees in this classification receive close supervision from an Agency Procurement Specialist Supervisor or other designated administrator.

Positions in this classification are evaluated using the Classification Job Evaluation Methodology. The use of this method involves comparing assigned duties and responsibilities of a position to the job criteria found in the Nature of Work and Examples of Work Sections of a class specification.

The Agency Procurement Specialist Trainee, Agency Procurement Specialist I and Agency Procurement Specialist II are differentiated on the basis of degree of supervisory control exercised by the supervisor over these employees. The Agency Procurement Specialist Trainee learns to perform duties under close supervision, the Agency Procurement Specialist I performs duties under close supervision at times and under general supervision at other times depending on the complexity of the specific duty being performed and the Agency Procurement Specialist II performs the full range of duties under general supervision.

Learns to instruct State contract managers in proper contract management techniques, and/or assist with or manage contract after award;

Learns to review and analyze purchase requisitions and determine the minimum vendor requirements and the most appropriate procurement method to use, such as negotiated awards, competitive sealed bids, competitive sealed proposals, sole source or emergency in accordance with State Procurement laws, regulations and procedures;

Learns to determine the basis for awards and evaluation criteria;

Learns to develop contract specifications including performance and acceptance standards, payment terms, contract management elements, contract modifications, contract renewals and advertisement requirements in accordance with State procurement procedures, laws and regulations for the procurement of all necessary services, supplies, maintenance and equipment;

Learns to conduct pre-bid and pre-proposal conferences, site inspections and to explain procurement requirements, establish procurement procedures and schedules, participate in and/or conduct offeror discussions and/or contract negotiations;

Learns to prepare minutes of pre-bid and pre-proposal conferences, addenda to Requests for Proposals (RFP) and Invitations for Bids (IFB) and answer written questions from potential bidders and offerors;

Learns to conduct bid openings for competitive procurements to determine whether offerors are reasonably qualified to be selected for award, and may recommend proposals for awards;

Learns to negotiate the most favorable prices, terms and conditions for noncompetitive sole source and emergency procurements and resolve issues with contractors regarding price, delivery and terms;

Learns to research materials in preparation for testimony regarding Board of Public Works (BPW) items;

Learns to evaluate contractor’s performance against terms and conditions of contracts and recommend corrective action such as the application of damages, withholding of payment or termination of contract;

Learns to confer with Assistant Attorney General’s Office regarding bid irregularities, contract disputes, protests or appeals and Public Information Act requests;

Learns to develop procurement transmittal documents and to prepare documents for BPW contract approval;

Learns to verify Certificate of Insurance, Bonds and references for compliance with contract requirements;

Learns to verify and process Minority Business Enterprise (MBE) participation;

Learns to use Advanced Purchasing and Inventory System (ADPICS) portion of Financial Management Information Systems (FMIS) to facilitate the procurement process;

Performs other related duties.

Knowledge of the theories, principles and practices of public procurement administration;

Ability to use the ADPICS portion of FMIS;

Ability to learn to use computers and appropriate software to prepare contracts, specifications and procurement documents;

Ability to prepare accurate and complete contracting and purchasing documents;

Ability to conduct pre-bid conferences and explain procurement regulations and procedures;

Ability to complete assignments under strict guidelines;

Ability to review procurement contracts for compliance with State laws and regulations;

Ability to communicate effectively with all levels of officials and contractors both inside and outside the agency.

Experience: Four years of experience in professional or paraprofessional contract management or procurement.

Notes:

1. Candidates may substitute the possession of a Bachelor’s degree from an accredited college or university for the required experience.

2. Candidates may substitute any of the following written certifications, obtained through passing an examination for the required experience: Certified Public Manager from the National Association of Purchasing Management; Certified Professional Contracts Manager from the National Contract Management Association; Certified Public Purchasing Officer or Certified Professional Public Buyer from the Universal Public Purchasing Certification Council (National Institute of Governmental Purchasing, Inc. or National Association of State Purchasing Officers).

3. Candidates may substitute U.S. Armed Forces military service experience as a commissioned officer in Contracting  and Industrial Management classifications or Contracting and Industrial Management specialty codes in the Procurement field of work on a year-for-year basis for the required experience.