Principal Purchasing and Contracting Specialist

Ramsey County; Saint Paul (MN); Hybrid; USD 90,000 - 130,000; Full time

Job summary

Ramsey County is seeking a Principal Purchasing and Contracting Specialist to analyze, develop, negotiate, implement and manage the solicitation, administration and compliance of contracts for technological and professional services. You will prepare solicitations and contracts within budget limits established by the board and applicable regulations.

The role requires four years of purchasing and contracting experience, a bachelor’s degree in business or a related field, and the ability to

Qualifications

• Bachelor's degree in business administration, public administration, supply chain management, accounting or a closely related field.
• Four years of experience in purchasing and contracting.
• Equivalent combination of education and experience.

Responsibilities

• Promote diverse, culturally competent and respectful workplace.
• Coordinate all phases of contract preparation for the department to which assigned.
• Prepare Requests for Proposals (RFP) and related to contracts for technological and professional services and building-related contracts.
• Analyze contract proposals for conformance with intent, reasonableness and cost.
• Analyze data to monitor trends related to client needs and contract development.
• Interpret changes in laws/regulations; implement changes into contracts to ensure compliance.
• Monitor contract performance, ensure compliance with wages and procurement rules; conduct site visits.
• Negotiate with vendors on contract terms, service expectations and budget factors.
• Represent department on interdepartmental planning teams; provide technical assistance.

Skills

Procurement strategy

Contract negotiation

Contract administration

RFP development

Data analysis

Regulatory compliance

Project management

Education

Bachelor's degree in business administration, public administration, supply chain management, accounting or related field

Job description

The Purchasing and Contracting Division is made up of two teams. The Purchasing and Contracting Expert (PaCE) team works with the departments to complete the intake for new purchases, finalize and publish solicitations, facilitate pre-solicitation conferences, manage the solicitation evaluation process and create contracts. Once contracts are executed, PaCE is responsible for issuing amendments for contract renewals and other changes. The Purchasing and Contracting Administration (PCAT) team oversees contracts after they have been executed and work with the department and contractors to ensure contractor performance, monitoring of contract, compliance with contractual terms and conditions, maintain contractor files, assist in problem solving, and provide technical assistance to contractors and business owners. This vacancy is on the PaCE Team.

To analyze, develop, negotiate, implement and manage the solicitation, administration and compliance of contracts for, technological professional, and client services; prepare solicitations and contracts within budget limits established by the board, and federal and state regulations in accordance with established county procurement policies; review contract performance and direct corrective action when appropriate; and to develop evaluation criteria and scoring systems to assess and rank solicitations, and to perform related duties as assigned.

To view or print a copy of the complete Ramsey County job (class) description for this position, go to: Job Descriptions. Once at this page, you can browse the alphabetical list or search for a job description.

Flexible Workplace

This position is identified under the designation of flex work eligible, meaning that the employee can formally opt to be in-office full-time or work a flex schedule in which at least two-days per week are performed in office and other days can be performed in a remote-first environment. Regardless of selection, the position carries expectations regarding on-site responsibilities and will require schedule flexibility beyond the minimum expectations set forth in the county's flexible workplace policy. To view Ramsey County's Flexible Workplace policy, go to: Flexible Workplace Policy.

1. Promote a diverse, culturally competent, and respectful workplace.
2. Coordinate all phases of contract preparation for the department to which assigned.
3. Responsible for the preparation of Requests for Proposals (RFP) and Requests for Board Action (RBA) related to contracts for technological and professional services and building related contracts.
4. Analyze contract proposals for conformance with established intent, reasonableness and allow ability of fiscal costs, and service delivery methodologies.
5. Analyze and collect data to monitor trends and developments related to client needs, contract development and performance based on the needs of the department related to professional client services.
6. Analyze and interpret changes in laws, rules and regulations; implement these changes into professional client service contracts to ensure compliance as related to contract development and implementation.
7. Responsible for contract administration, monitoring performance measures and outcomes and ensuring contracts include compliance with prevailing wages, state and federal statutes and laws, and county procurement rules; and conduct site visits to monitor contract performance.
8. Negotiate with vendors on contract terms, service expectations, performance measures, termination of contract provider cost factors, and budgetary factors.
9. Responsible for contract monitoring and performance outcomes, insurance issues and other contractual issues such as any certifications, or licensure requirements.
10. Represent the department/unit on interdepartmental planning teams by providing technical assistance, and review of contract specifications.
11. Consult with providers regarding contracting procedures and methods; may assist and guide provider through complex administrative procedures.
12. Prepare written reports, both internal and external, regarding individual contracts; groups of similar contracts; contract policy and procedures; problem areas or changes in rules and regulations.
13. Prepare written recommendations to the county board.
14. Conduct meetings with provider agencies for negotiating resolutions to contract problems, changes or amendments.
15. Review contract compliance and if necessary may initiate corrective action or recommendations for correction or termination.
16. Develop evaluation criteria and scoring system(s) for solicitations to assess and rank solicitations to the degree to which requirements and priorities are met.

The work assigned to a position in this classification may not include all possible tasks in this description and does not limit the assignment of any additional tasks in this classification. Regular attendance according to the position's management approved work schedule is required.

ESSENTIAL FUNCTIONS: 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12, 13, 14,15, 16.

Education

Bachelor's degree in business administration, public administration, supply chain management business management, accounting or a closely related field.

Experience

Four years of experience in purchasing and contracting.

Substitution

Equivalent combination of education and experience.

Certifications/Licensure

None.

The examination process will consist of the following section with each section weighted as indicated:

• Training and Experience Rating = 100%

The examination for Principal Purchasing and Contracting Specialist will consist of a training and experience rating, comprised of the questions in the attached supplemental questionnaire. Not all applicants who meet the minimum qualifications will pass the training and experience rating. The rating on this supplemental questionnaire will depend on your answers to the questions – do not mark "see resume" or "see work history" as a response. Please answer all your questions clearly and completely. Failure to respond could affect your score and final rank on this examination.

The names of all applicants who filed a properly completed application and passed the examination/screening process shall be placed on the eligible list for an employment opportunity as a Principal Purchasing and Contracting Specialist. This list will be certified to the appointing authority which may use this list to conduct interviews to fill a vacancy. Candidates will remain on the list for 30 days or until hired, whichever occurs first. A notice will be sent to applicants at the time the eligible list is posted.

Veteran's Preference: This is a classified position requiring an open, competitive selection process

Veteran's Preference points will be applied after a candidate passes the examination process. Applicants who are eligible for veteran's preference should update their veteran's DD214, and other supporting documents, and submit them as an attachment at the time of application.

All employment offers are conditioned upon the applicant passing a criminal background check. Convictions are not an automatic bar to employment. Each case is considered on its individual merits and the type of work sought. However, making false statements or withholding information will cause you to be barred from employment, or removed from employment.

Ramsey County participates in the federal E-Verify program. This means that Ramsey County will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each new employee's Form I-9 to confirm work authorization. If the Government cannot confirm that you are authorized to work, Ramsey County is required to give you written instructions and an opportunity to contact DHS and/or the SSA before taking adverse action against you, including terminating your employment. Employers may not use E-Verify to pre-screen job applicants and may not limit or influence the choice of documents you present for use on the Form I-9.

Equal Opportunity Employer

Ramsey County provides equal access to employment, programs, and services without regard to race, color, creed, religion, age, sex (except when sex is a Bona Fide Occupational Qualification), disability, familial or marital status, sexual orientation or gender identity, public assistance status, place of residence, political affiliation, or national origin.

Ramsey County is deeply committed to advancing racial equity and promoting diversity and inclusion within all areas of its workforce. The county strives to be equitable, inclusive, transparent, respectful, and impactful in how we serve and engage with residents, as well as Ramsey County employees. Advancing racial equity ensures all people who need access to opportunities and services we provide will receive them. Racial equity is achieved when race can no longer be used to predict life outcomes, and outcomes for all are improved.

For further information regarding this posting, please contact: [e-mail]