Purchasing Agent III

Full Job Description

Requirements

• The Executive Director and Deputy Executive Director – Oversees strategic direction and operations for the department.
• Administrative Services Office - Provides division and department-level administrative and support functions encompassing accounting, purchasing and contracts, budget, logistics services (fleet, warehousing, material management and fabrication) and property services (property management, leasing, facilities maintenance, construction project management and insurance programs) to support the operations and programs of CDPS divisions.
• Human Resources Office - Supports recruitment, hiring, evaluation, benefits management, personnel actions, payroll and all other human resources functions.
• Compliance Office – Manages Departmental Policy, Risk Management, Workers Compensation Program, Workplace Investigations, Internal Auditing, Rulemaking, and ensures compliance with state and federal requirements and the State’s LESO 1033/1122 programs.

Colorado Integrated Criminal Justice Information Systems – develops cost-effective information sharing services to provide access for criminal justice agencies while maintaining information security.

CICJIS is a collaborative program designed to facilitate information sharing at key decision points in the criminal justice process.

There are five participating CICJIS agencies: the Department of Corrections, Judicial, the Colorado District Attorney’s Council, the Division of Youth Corrections, and the Colorado Bureau of Investigation.

• Office of School Safety – assists local schools and communities to create safe and positive school climates for pre-k through higher education schools in Colorado.

The Administrative Services Office provides internal administrative support to the Divisions within CDPS and include the following sections:

• Chief Administrative Officer’s office
• Accounting Services and Commercial Cards led by the Controller
• Budget and Policy led by the Budget Director
• Purchasing and Contracts by the Purchasing Director
• Logistics Services Section led by the Logistics Director
• Property Services Section led by the Property Services Director

• Hybrid, minimum of two days onsite in the Lakewood office

• Work unit core business hours, Monday-Friday, 8:00 a.m. - 5:00 p.m., with some flexibility available

This position works within the Executive Director’s Office, assigned to the Administrative Services Office (ASO) and is part of the Procurement Section of the ASO.

This unit provides analysis and technical services necessary to conduct procurement and purchasing processes defined by state fiscal and procurement rules, including providing technical procurement advice, recommendations for implementing fiscal or procurement programs, and ensuring compliance with applicable procurement and fiscal rules, laws and guidelines.

This position exists to perform certain procurement and administrative purchasing functions critical to the agency’s operations.

The position supports the mission objectives of the CDPS purchasing while maintaining compliance with established procurement rules, State and departmental fiscal rules, policies and procedures.

Procurement Program Management

As the purchasing agent with Group II delegated authority, the position shall manage the day-to-day procurement activities that include all divisions.

Serves as a resource to provide guidance and training for field, headquarters and support staff regarding procurement practices, policies and rules.

Applies working knowledge of Colorado statutes, Procurement Code and Fiscal Rules for the procurement of goods and services.

Uses the state accounting system (CORE) on a daily basis to create, record and track all solicitation, and purchase order documents to ensure compliance and sound fiscal management.

Maintains compliance with Contract Management System (CMS) requirements.

Provides technical guidance in the preparation, implementation and review of solicitations for CDPS.

Coordinates and disseminates information to advise internal customers on proper solicitation procedural requirements to ensure that state and fiscal rules and procurement policy requirements are met.

Researches and confers with CDPS staff to evaluate solicitation specification and performance criteria.

Assist customers and vendors by providing guidance and objective feedback on solicitations and services.

Contract Drafting, Preparation, Negotiations, Tracking and Routing
This position also drafts Department requested contracts, contract modifications, or other legal documents to ensure legal sufficiency under applicable legal standards, including, but not limited to: the Colorado Revised Statutes; Colorado case law; Federal statutes and contracting guidelines; State Fiscal Rules; State Procurement Code and Rules; Attorney General’s guidance; and general legal principles and theories. Prior to contractor negotiations, position discusses with program staff to confirm Departmental intentions and objectives in entering into contract or other legal document for goods or services.

Negotiates various contracts, or other legal documents with contractors to ensure that the Department is receiving the best value possible while maintaining the legal integrity of the contract or other legal document. Drafts contracts that should benefit the State and the taxpayers as a whole. Maintains compliance with Contract Management System (CMS) requirements.

Qualifications

Note, to be considered for this position, you must meet one of the following options for consideration.

Experience:

• Six (6) years of professional procurement experience. This experience must be clearly documented on your application and in the supplemental questions.

OR Education and Experience, Knowledge, Skills

• Bachelor’s degree and two (2) years of professional procurement experience.

Preferred Qualifications and Competencies

• Must possess a high level of accuracy and attention to detail and have a strong knowledge

• Must be able to accurately interpret and coach others on simple to complex rules and regulations

• Must have excellent customer service skills and sensitivity and discretion with respect to confidential matters

• Experience in creating, maintaining, and producing reports.

• Experience creating training materials.

• Must be detail-oriented and have outstanding organizational skills with the ability to prioritize tasks.

• Must be proficient with spreadsheet and word processing software.

• Ability to multi-task and maintain a tracked workflow in order to put aside projects that do not have a ready solution for items that require immediate attention

• Excellent interpersonal skills and intercultural competence

• Exceptional verbal, writing, and presentation skills.

• Proficiency in Microsoft Office and Google Suite

Conditions of Employment

Appeal Rights
If you receive notice that you have been eliminated from consideration for the position, you may protest the action by filing an appeal with the State Personnel Board/State Personnel Director within 10 days from the date you receive notice of the elimination. Also, if you wish to challenge the selection and comparative analysis process, you may file an appeal with the State Personnel Board/State Personnel Director within 10 days from the receipt of notice or knowledge of the action you are challenging. Refer to Chapters 4 and 8 of the State Personnel Board Rules and Personnel Director's Administrative Procedures, 4 CCR 801, for more information about the appeals process. The State Personnel Board Rules and Personnel Director's Administrative Procedures are available at www.colorado.gov/spb. A standard appeal form is available at: www.colorado.gov/spb. If you appeal, your appeal must be submitted in writing on the official appeal form, signed by you or your representative, and received at the following address within 10 days of your receipt of notice or knowledge of the action: Colorado State Personnel Board/State Personnel Director, Attn: Appeals Processing, 1525 Sherman Street, 4th Floor, Denver, CO 80203. Fax: 303-866-5038. Phone: 303-866-3300. The ten-day deadline and these appeal procedures also apply to all charges of discrimination.

Additional Information

• Applications are considered complete and accurate at the time of submission. Therefore, additional information may not be solicited or accepted after your application has been received.

Closing Date: All applications that are received by the closing of this announcement will be reviewed against the Minimum Qualifications in this announcement.

Candidates who meet the minimum qualifications may proceed to the next step.

Colorado Revised Statutes require that state employees are hired and promoted based on merit and fitness through a comparative analysis process.

Supplemental Question: Effective responses to Supplemental Questions will directly relate to your professional experience, career accomplishments, and views about organizational values and approaches, and how they relate specifically to this position and requirements as you understand them.

Answers generated by AI-tools will typically be unresponsive.

Transcripts: An unofficial copy of transcripts must be submitted at the time of application should education be used as qualification.

Transcripts from colleges or universities outside the United States must be assessed for U.S. equivalency by a NACES educational credential evaluation service.

This documentation is the responsibility of the applicant and must be included as part of your application materials.

Failure to provide a transcript or credential evaluation report may prevent your application from moving forward in the selection process.

Military Veterans: If you are a military veteran you must submit a copy of your DD-214, Member 4 Copy, and VA disability letter if available/applicable at the time of application so we can determine if you are eligible for veteran's preference points.

Military personnel who are stationed outside of Colorado may be eligible for this position by submitting the completed DD-2058 "State of Legal Residence" form.

• Application Tips: For an overview of State of Colorado application process and application tips, please view this video.

• Resumes, Cover Letters, or other documents submitted will not be reviewed, assessed, or used in the initial stages of the comparative analysis (transcripts submitted to verify that the applicant meets either the education requirement or minimum qualification substitution are exempt from this).

Notifications: All correspondence regarding your status in the selection/examination process will be sent via email to the email address listed on your application.

Include your current working email address on your application and check the email provided on your application frequently as you could receive time sensitive correspondence regarding this position.

We highly recommend that you set up your email to accept messages from "state.co.us" and "info@governmentjobs.com" addresses.

It is your responsibility to ensure that your email will accept these notices and/or review your junk mail and spam filtered email.

• e-Verify: CDPS uses e-Verify, an Internet-based system, to confirm the eligibility of all newly hired employees to work in the United States. Learn more about E-Verify, including your rights and responsibilities.

• Comparative Analysis Steps may include (dates are tentative and subject to change):

  • Structured application review by a panel of SMEs - 4/1-4/7

  • Spark Hire One-Way Video Interview - 4/9-4/12

  • In-Person Panel Interview - 4/22

  • Finalist Interview (Virtual) - 4/27-4/28

  • Anticipated Start Date - 6/8