TERM LIMITED - ECMC Contract Administrator III

Full Job Description

This posting is only open to residents of the State of Colorado at the time of submitting your application.

This is a FULL TIME term-limited position with an anticipated end date of nine (9) months after the start date.
The position may be extended depending upon funding availability and will be eligible for full benefits.

Are you interested in investing in a career that makes a difference? Consider joining the dedicated people of the Colorado Department of Natural Resources.

It’s our mission to manage and conserve Colorado’s natural resources for the benefit of people today – and tomorrow.

That means we have to balance development with conservation so the state we all love provides similar opportunities for our children and their children.

We invite you to explore our website at https://dnr.colorado.gov/about-us to find out more about the work we do to manage Colorado’s natural resources for today – and tomorrow.

The State of Colorado believes that equity, diversity, and inclusion drive our success, and we encourage candidates from all identities, backgrounds, and abilities to apply.

In addition to offering rewarding, meaningful work, we offer:

• Medical, Vision and Dental plans

• Strong, flexible retirement plans including PERA Defined Benefit Plan or PERA Defined Contribution Plan, plus pre-tax and Roth 401K and 457 plans

• Paid life insurance

• Short- and long-term disability coverage

• Employee Wellness programs

• Flexible Spending Accounts

• Health Savings Accounts

• 11 paid holidays per year plus generous vacation and sick leave

• Flexible work schedule options and remote-work options

• Career advancement opportunities throughout the State system

• Some positions may qualify for the Public Service Loan Forgiveness Program

For more detailed information, please visit State of Colorado Employee Benefits

About Colorado Energy & Carbon Management Commission (ECMC):
The mission of the Colorado Energy & Carbon Management Commission (ECMC) is to regulate the development and production of the natural resources of oil and gas in the state of Colorado in a manner that protects public health, safety, welfare, the environment and wildlife resources. Our agency seeks to serve, solicit participation from, and maintain working relationships with all those having an interest in Colorado's oil and gas natural resources.

The Finance Unit serves a combination of the contracting and purchasing functions needed by Energy and Carbon Management Commission (ECMC) employees to accomplish their own job duties. The Finance Unit provides statewide administration of ECMC’s procurement functions by assisting other staff members in obtaining the commodities and/or services needed by the agency to meet specific goals. Functions of the Finance Unit include posting commodities on the State’s VSS system for fair and competitive selection and then awarding the winning bid; issuing purchase orders; reviewing requests for services and helping staff obtain the proper pre-approvals (Personal Service Certification, OIT approval, or waivers necessary from the State Controller’s Office); drafting or reviewing various contract types (Interagency, Intergovernmental, Personal Service, Lease, Grant and Subgrant Agreements, vendor agreements, Construction, etc.) and routing of these contracts for approval by the State Controller (or his delegate). Members of the Finance Unit work with ECMC’s project managers, program managers, and budget liaison’s to correctly code all purchases and contracts with the correct coding strings and also act as the coordinator between the State Controller’s Office (or his delegate) and ECMC staff on procurement and/or coding questions.

Requirements

This posting is only open to residents of the State of Colorado at the time of submitting your application.

Position Summary:

This position functions at a professional level and requires the knowledge, experience and application of concepts and principles of contract administration and state purchasing rules.

Position engages in developing, drafting, securing approval for, and administering a variety of contract types as well as serving as the ECMC lead in either executing or supporting DNR central procurement teams with commodity and service bids and purchases.

Cross training will occur with the other contract administrators and purchasing agents to remain familiar with the processing of all types of contracts and purchase orders, even areas in which other positions are currently the lead.

Emphasis is on unique and complex contracts for which standard formats and provisions do not suffice, waivers for unusual requirements are needed, and/or for which significant original drafting will be required.

Serves as an ECMC resource providing consistency and management of contracting processes.

Specific Job Duties Include:

Develops Contracts:

Develops contracts of all types but with emphasis on unique and complicated agreements requiring individualized provisions and/or waivers for unusual requirements such as multi-partner cooperative tasks, projects with diverse funding sources, federal agency issues, general contractor type arrangements, and other non-standard contracts.

This development requires extensive coordination with ECMC program staff, analysis of data that is complicated, and frequent consultation with approving entities.

Negotiates with contractors on behalf of the ECMC and is the liaison between ECMC staff and central approval entities (DNR’s Executive Director’s Office or EDO).

Coordinates and facilitates processing of contracts through the approval process and assures that all are processed in a timely manner.

Contract Auditing/Compliance:
Contract/purchasing requests for completeness, fiscal responsibility, and urgency. Determines the most effective method of procurement or mixed procurement, maximizing competition, while complying with relevant laws and rules. Determines appropriate commitment vouchers to be used where guidelines do not dictate which are to be used. Each request may require coordination with EDO, State Risk Management, and State Purchasing and Contracts to ensure compliance with fiscal and procurement statutes, regulations, and policies. Justifies and secures waivers of applicable regulations/statutes based on the analysis of the project. Interpret rules and regulations to ECMC program staff and stakeholders pertaining to procurement and proposes internal processes and procedures to ensure ECMC compliance. In cooperation with EDO oversight, issues and executes the necessary steps to timely issue solicitations, bids, and purchase orders/vendor agreements.
This position is tasked with ensuring that all required approvals have been obtained, which includes coordinating with EDO, and providing the rationale as to what waivers are needed from the State Controller’s Office.

Financial Compliance and Tracking:
Maintains procurement tracking and databases, including DNR Checklist apps, ECMC internal tracking and storage, CORE, DocuSign, and the Contract Management System (CMS) database required by statute. Additionally inputs correct coding and financial details as well as internal tasks into CORE, CMS, and relevant ECMC internal resources in order to track crucial due dates on the contract. Provide reports so that contracts can be monitored. Coordinates with project managers regarding contracts that are due to expire or are close to liquidation of funds. This position determines the best method necessary to extend or modify the terms and drafts appropriate amendments and when contracts should be closed, vs. extending and/or modifying and then initiates the closing or liquidation process. Tracks insurance due dates, contract due dates and aids in performing the reporting functions (Checklist, DocuSign, CORE, InfoAdvantage, CMS) necessary for the ECMC.
Certain contracts entered into by ECMC are required by EDO to be entered into CMS. This position enters the initial contract into the CMS database and also enters all required tasks that are associated with the specific requirements of the contract. CMS is an online database that is also a statutory requirement for contracts equal to or greater than the amount specified by the State Controller’s Office..

Contract Funding Allocations/Coding:
Develops and tailors standardized and specialized contracts for ECMC’s complex and unique circumstances. This position determines that funding is available as well as ensuring that ECMC’s and the State’s interests are adequately protected and in compliance with State contracting, fiscal, and procurement procedures prior to developing any contracts and/or contract amendments. Communicates to ECMC program managers any changes in legal requirements for contracts and procedural changes in contract administration. Provides guidance to ECMC programs, supplying them with the necessary tools to enable them to begin the development of their scopes of work and contracts in addition to training on State’s contracting procedures, procurement rules, procurement methods, fiscal rules, internal policies and CMS.

Other duties as assigned.

Qualifications

This posting is only open to residents of the State of Colorado at the time of submitting your application.

Minimum Qualifications:

Experience Only:

Six (6) years of relevant experience in an occupation related to the work assigned to this position.

OR

Education and Experience:

A combination of related education and/or relevant experience in an occupation related to the work assigned equal to six (6) years.

Please note: The required experience must be substantiated within the work experience section of your application. Your resume will not be reviewed to determine if you meet the minimum qualifications; only the work experience section of your application will be reviewed to determine this. “See Resume” statements on the application will not be accepted. In addition, part-time work will be prorated.


Preferred Qualifications:

• Excellent verbal and written communication skills.

• Previous contract administration for the State of Colorado.

• Expertise with MS Office, Google Suite, Adobe, Zoom, Asana or other project management software, and survey software.

• Current or former State experience relevant to this position.

• Experience and understanding of current procurement practices and standards.

• Strong organizational skills.

• Excellent problem solving logic.

• Motivated team player with well developed people skills.

• Working with the general public, professional consultants, and ECMC and DNR staff, with sensitivity to their needs, priorities and commitments.

Conditions of Employment:

• This is a term-limited position with an anticipated end date of nine (9) months after the start date.
• The position may be extended depending upon funding availability and will be eligible for full benefits.
  
• Must have and maintain residence in the State of Colorado at time of application and through appointment in this position.
• Must have and maintain a valid driver's license and be in compliance with all fleet policies if operating a State fleet vehicle.

Additional Information

• All applications received by the closing of this announcement will be reviewed by an HR Specialist against the Minimum Qualifications in this announcement.

• Colorado Revised Statutes require that state employees are hired and promoted based on merit and fitness through a comparative analysis process. Part of, or all of, the comparative analysis for this position will be a structured application review by Subject Matter Experts.

• Resumes, cover letters and other attachments are not considered as part of initial reviews, therefore, it is important to document in your application your education, experience, minimum qualifications, and preferred qualifications as outlined in the job announcement.

• Please thoroughly answer all supplemental questions (if listed) since question responses may be evaluated for content, writing ability, spelling, grammar, and effective communication.

• This recruitment may involve additional testing and/or exams to arrive at the top group for interviews.