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Procurement Officer I

Recruitment #21-003002-0016

Introduction

Inspire Change. Invest in your future. Improve your community.

Maryland Correctional Enterprises (MCE) is the self-sustaining, vocational training arm of the Department of Public Safety & Correctional Services (DPSCS). Our goal is to teach our program participants the technical skills and work ethics needed to obtain employment after they are released. For more information, visit us online at www.mce.md.gov 

GRADE

16

LOCATION OF POSITION

Howard County

7275 Waterloo Rd, Jessup, MD 20794

POSITION DUTIES

The main purpose of this position is to coordinate procurement activities of Maryland Correctional Enterprises so that the agency’s procurements comply with the regulations of Code of Maryland Regulations
(COMAR) Title 21.

Processing incoming requisitions for procurement. Establish and assign appropriate purchase/document number. Log in ledger. Determine suitable procurement action consistent with item(s) being procured. Code in accordance with specific set guidelines as set forth with procurement policies and regulations and in compliance with COMAR Title 21. Under general supervision determines the proper method of procurement and ensures compliance regarding the following procurement functions for headquarters and 26 business units:
a. Reviews and analyzes purchase requisitions submitted and determines the most appropriate procurement method to be utilized, such as competitive sealed bid, sole source, and/ or emergency when necessary.
b. Researches and develops contract specifications including performance and acceptance standards, minimum qualifications of bidders, and payment terms for procurement of services and commodities.
c. Develops and prepares written procurement determinations for procurements per COMAR requirements – sole source determination, emergency declarations, rejections of bidder(s) and/ or bids.
d. Solicits and evaluates procurements through the utilization of the State’s electronic bid board – eMaryland Marketplace.
e. Develops and prepares solicitations to be advertised, Conducts prebid/ proposals, site inspections and conferences on advertised solicitations. Prepares and issues meeting summaries and addenda.
f. Conduct public bid openings and evaluates bids for responsiveness and responsibility.
g. Responds to inquiries from various sources regarding procurements.
h. Conducts market research for specification development, pricing, resources, and alternative solutions for requests.
i. Provides guidance and recommendations concerning procurement’s rules and regulations.
j. Ensures compliance and adherence to the State Finance and Procurement Articles, COMAR, and the Board of Public Work Advisories.
k. Process Corporate Purchasing Card (CPC) requisitions using an assigned purchasing card, as well as reconcile monthly statements in accordance with the Comptroller Credit Card manual.
l. Evaluates contractor’s performance against terms and conditions of contracts and recommends corrective actions, such as the application of damages, withholding of payment or termination of contract.

Sourcing and Awarding Annual Contracts: Analysis collected data to determine feasibility for re-advertisement and/or renewal. Assign commodity number which best describes product. Prepare necessary documentation. Enter all pertinent data into emarylandmarketplace.com (publicly advertise all procurements falling within specific guidelines).
Consolidate bid packet for certified mailing to previous and expressed interested vendors for their submission at the established closing date.
Prepare spreadsheet with responses, award contract and prepare hardcopy documentation for dissemination. Leads the following functions for the procurement unit:
a. Verifies references for compliance with contract requirements;
b. Reviews, evaluates, and recommends contracts to be awarded based on
bid openings and subsequent analysis.
c. Ensures contract compliance by both the vendor and the institutions.
d. Oversees and authorizes certain invoice payments.
e. Evaluates contract performance and deliverables are being met.

AS400 and FMIS: Create vendor number for those conducting business with (Maryland Correctional Enterprises) MCE for the first time. Enter all pertinent data into AS400 recognizing that vendor. Input into (Financial Management Information Systems) FMIS data for new and revised information on vendors.

Affix proper General ledger coding on each shop purchase order, depicting the item(s) being procured and its ultimate usage factor. Match invoices with the purchase order to be processed in accounts payable.

Process Vehicle Requisitions: Review all vehicle specifications for clarity. Process and post request by entering data into (Advanced Purchasing and Inventory Control System) ADPICS to meet deadlines. Upon (Department of General Services) DGS approval, process documents for dissemination.

Maintain file on credit card transactions agency wide. Assign general ledger and issue authorization approval number(s) to user for transactions being made. Review and balance statements monthly. Code all transactions in accordance with general ledger number for input into access, to be entered into FMIS and general ledger.

Compile data and prepare monthly reports of fixed cost to assist with the budget preparation and assemble statistical and narrative data and prepares reports for use in evaluating State procurement activity and performance measurement.

Review routine and miscellaneous assignments leaving the purchasing department for accuracy and timeliness and provide advice and guidance as needed. Implements new and revised fiscal policies, procedures and standards to capture complex procurement costs.

Submit all invitations to bid electronically (emarketplace.com), Award.

Compile: Supply request, order routine and special items. Maintain ample stock of recurring demands. Issue upon request. Other duties as assigned including testimony in bid hearing disputes.

MINIMUM QUALIFICATIONS

Applicants must meet all minimum (and selective) qualifications to be considered, and to appear on the list of people eligible for hire. Please read all requirements before applying.

Education: A Bachelor’s degree from an accredited college or university.

Experience: Two years of experience in contract management or procurement involving duties such as: soliciting, evaluating, negotiating and awarding contracts and ensuring compliance with governmental procurement laws, regulations and conditions.

Notes:

1. Candidates may substitute professional contract management experience or professional procurement experience, on a year-for-year basis, for the required education.

2. Candidates may substitute certification as a 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) for the required education.

3. Candidates may substitute additional graduate education at an accredited college or university, at the rate of thirty credit hours for each year of the required experience.

4. Candidates may substitute U.S. Armed Forces military service experience as a commissioned officer in Contracting, Industrial Management or logistics specialist classifications or administrative support specialty codes in the procurement or financial management fields of work on a year-for-year basis for the required experience and education.

DESIRED OR PREFERRED QUALIFICATIONS

Preference will be given to applicants who possess the following preferred qualification(s). Include clear and specific information on your application regarding your qualifications.

1. Experience with processing incoming requisitions for procurement while following COMAR requirements and regulations.
2. Experience sourcing and awarding annual contracts.

LICENSES, REGISTRATIONS AND CERTIFICATIONS

1. Employees in this classification may be assigned duties which require the operation of a motor vehicle.  Employees assigned such duties will be required to possess a motor vehicle operator’s license valid in the State of Maryland.

2. Employees in this classification who have not done so already must obtain and possess certification as a Procurement Professional from the Maryland Department of General Services within one year of appointment.

SELECTION PROCESS

Please make sure that you provide sufficient information on your application to show that you meet the qualifications for this recruitment. All information concerning your qualifications must be submitted by the closing date. We will not consider information submitted after this date. Successful candidates will be ranked as Best Qualified, Better Qualified, or Qualified and placed on the eligible (employment) list for at least one year.

EXAMINATION PROCESS

The assessment may consist of a rating of your education, training, and experience related to the requirements of the position. It is important that you provide complete and accurate information on your application. Please report all experience and education that is related to this position.

BENEFITS

FURTHER INSTRUCTIONS

Online applications are highly recommended. However, if you are unable to apply online, the paper application and supplemental questionnaire may be emailed to hr.recruitmentuser@maryland.gov or faxed to 410-484-5928. Paper application materials must be received in our office by the closing date for the recruitment.

D.Spanier

David.Spanier@maryland.gov

443-379-1788

If you are submitting additional information, the preferred method is to upload it with your application. All uploaded additional information must be received by the closing date and time. If you are unable to upload,
please email the requested information to hr.recruitmentuser@maryland.gov referencing the recruitment number in the subject line, or fax to 410-484-5928 (providing a cover sheet with your contact information,
recruitment name, recruitment number and the number of pages faxed). Only additional materials that are requested will be accepted for this recruitment.

For questions regarding this recruitment, please contact the Department of Public Safety and Correctional Services, HRSD-Recruitment Division at 410-585-3999.

If you are having difficulties with submitting your online application, please contact the DBM Recruitment and Examination Division at Application.Help@maryland.gov or 410-767-4850.

We thank our Veterans for their service to our country.

People with disabilities and bilingual candidates are encouraged to apply.

As an equal opportunity employer, Maryland is committed to recruiting, retaining, and promoting employees who are reflective of the State's diversity.