Contracting & Acquisitions Agent

State of Oklahoma; Oklahoma; On-site; USD 48,000 - 62,000; Full time

Job summary

Oklahoma Department of Commerce seeks a Contracting & Acquisitions Agent to support procurement, purchasing and contract administration for state agencies. This full-time role handles lifecycle activities from bidding to award, ensuring compliance with state and federal rules while maintaining contract files and performance tracking.

The position requires meticulous attention to detail, strong writing and verbal communication, and proficiency with Outlook, Excel and PeopleSoft.

Qualifications

• Requires at least 3 years of related administrative support experience.
• A degree/certificate in office management, business, administrative support, or a related area is preferred.
• An equivalent combination of experience and education will also be considered.
• Preference may be given to candidates with experience in state government procurement, solicitations, PeopleSoft, and/or the state purchasing card (P-Card) system.

Responsibilities

• Back up to the Director of Procurement and Purchasing.
• Maintain the official contract file; monitor contractor performance and compliance.
• Track contract milestones and expenditures; monitor subcontractor activity; coordinate amendments and renewals.
• Negotiate, write, monitor contractor compliance with regulations and agency policies.
• Oversee procurement lifecycle: planning, managing, and purchasing goods and services.
• Place orders, select suppliers, negotiate contracts, and maintain supplier relationships.

Skills

Contract management

Interpersonal communication

Customer service

Written communication

Verbal communication

Calendar scheduling

Excel

Microsoft Office Suite

Education

Degree or certificate in office management/business/administrative support

Equivalent combination of experience and education

Tools

PeopleSoft

Job description

Contracting & Acquisitions Agent

Oklahoma Department of Commerce is the State economic development office. Our mission is to cultivate an environment where businesses and communities can grow and thrive. We are a trusted government agency that partners with businesses and communities for strategic and sustainable growth and success, moving Oklahoma forward to becoming a top-ten state.

Oklahoma Department of Commerce seeks to fill a Contracting & Acquisitions Agent position. This is a full-time position in the state government. Oklahoma Department of Commerce offers a comprehensive benefits package, including a generous benefit allowance to offset the cost of insurance premiums for employees and their eligible dependents. For more information about the benefit allowance, visit the Oklahoma State Benefits Overview. The annual salary for this position is up to $62,000 based on education and experience.

Full/Part-Time: Full time

Job Type: Regular

Compensation: $48,000 - $62,000

Agency: 160 DEPARTMENT OF COMMERCE

Supervisory Organization: Department of Commerce

Basic Purpose

Positions in this job family are assigned responsibilities involving the procurement, purchasing, contracting, and/or acquisition of goods and services for an institution or agency.

Qualified candidates must possess enthusiasm, flexibility, and be willing to assume complex, challenging assignments. The incumbent must be extremely detail-oriented and have excellent interpersonal skills and tact.

Typical Functions

• Primarily serves as backup to the Director of Procurement and Purchasing.
• Maintains high standards of confidentiality of all records and information.
• Performs the duties of a contract manager. This includes maintaining the official contract file; monitoring contractor performance and compliance; tracking contract milestones and deliverables; monitoring expenditures against authorized funding levels; monitoring subcontractor activity; coordinating contract amendments and renewals; conducting required post-assessments; and ensuring compliance with applicable procurement laws, rules, and policies.
• Performs the duties of a contract specialist and may negotiate, write, monitor contractor compliance with all state and federal regulations and agency policies, evaluate contracts, monitor contractor expenditures, review, validate, and/or approve invoices/claims, and ensure timely submission of reports.
• Performs the duties of a procurement specialist. This includes, but is not limited to, the lifecycle of the procurement process: planning, managing, and purchasing goods and services from external suppliers and sources; evaluating and negotiating contracts; and issuing purchase orders.
• Performs the assigned duties of a purchasing specialist. This may include placing the order(s) for goods and services, selecting suppliers, negotiating contracts, monitoring supplier performance, monitoring contractor compliance, and maintaining good relationships with the supplier.
• Drafts and reviews specifications and requisitions developed by other divisions of the agency; determines method of acquisition.
• Maintains bidder lists, product and services information, supplier information, the official contract file, and acquisition records.
• Conducts bidder conferences and bid openings; tabulates and evaluates bids; recommends awards; mediates disputes.
• Makes recommendations to management concerning products and services and available sources of supply.
• Performs the duties of an acquisition specialist and may be assigned the responsibilities of identifying, evaluating, and negotiating potential acquisitions for an institution or state agency.
• Advises agency personnel on departmental rules, Central Purchasing regulations, and laws; provides technical guidance and training to agency staff and vendors.
• Represents the agency at public and private sector meetings to explain the functions, procedures, and legal guidelines concerning state purchases and contracts.
• Acts as liaison to Central Purchasing.
• Trains subordinate personnel.
• Other duties as assigned.

Knowledge, Skills, Abilities, And Competencies

• This position requires knowledge of the procedures and practices for a specific aspect of the lifecycle for obtaining goods and services for an agency. The ability to write and review documents related to obtaining goods and services for an agency to ensure compliance with all state and federal rules, state purchasing laws, and other legal mandates, and monitor contract performance.
• This position requires computer abilities, including working knowledge of Outlook and Microsoft Office Suite, basic math and writing skills, calendar scheduling, contract management, advanced interpersonal communication skills, and strong customer service skills. Proficiency in Excel and the capacity to develop detailed charts are required.
• Must be an effective communicator, with strong verbal and written communication skills, and possess the ability to think and work independently and as part of a team. The ability to work under pressure and meet deadlines is required.
• Knowledge of PeopleSoft is desirable.

Education And Experience

• Requires at least 3 years of related administrative support experience.
• A degree/certificate in office management, business, administrative support, or a related area is preferred.
• An equivalent combination of experience and education will also be considered.
• Preference may be given to candidates with experience in state government procurement, solicitations, PeopleSoft, and/or the state purchasing card (P-Card) system.

Special Requirements

Persons appointed to this position must possess or obtain certification as a Certified Procurement Officer (CPO) no later than six months from the date of appointment.

Equal Opportunity Employment

The State of Oklahoma is an equal opportunity employer and does not discriminate on the basis of genetic information, race, religion, color, sex, age, national origin, or disability.