Purchasing and Contracting Specialist

Ramsey-County,-Mn; Saint Paul (MN); Hybrid; USD 52,000 - 68,000; Full time

Benefits offered by this job

Flexible workplace

Job summary

Ramsey County is seeking an entry-level Purchasing and Contracting Specialist on the PCAT Team. The role supports intake, solicitations, contract creation, and amendments within a flexible workplace framework.

The position offers a path from the Purchasing and Contracting Expert and contract administration support, with county policies guiding daily work and compliance requirements.

Qualifications

• Bachelor's degree in Public Administration, Supply Chain Management, Business Administration, Business Management, Accounting or closely related field.
• Equivalent combination of education and related experience.

Responsibilities

• Communicate procurement regulations, statutes, county policies, and audit reports.
• Conduct competitive solicitations and evaluate responses; manage bid process and awards.
• Prepare contracts and ensure documents meet compliance and accuracy.
• Maintain files and respond to auditors and data requests.
• Recommend changes to policies, templates, and contract language.
• Administer contracts including changes, renewals, and amendments.
• Review needs and market to develop purchases; perform cost analyses.
• Coordinate intergovernmental purchasing and analyze master contracts.
• Engage with community as needed.

Skills

Public administration understanding

Supply chain concepts

Analytical skills

Budget awareness

Education

Public Administration degree

Supply Chain Management degree

Business Administration degree

Accounting degree

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 PCAT Team.

Responsible for county-wide purchasing and contracting functions, including intake, competitive solicitation, and contract creation related to a wide variety of supplies, equipment, materials, labor services, and professional and expenditure grant services in accordance with federal regulations, state statutes, county administrative code, policies, procedures and budget; assist in analyzing contractor performance for compliance and with corrective action; and to perform related duties as assigned.

This is the entry-level class in the Purchasing and Contracting Specialist job series. This position could reside on one of two teams: Purchasing and Contracting or Contract Administration. This position will provide support to the Senior Purchasing and Contracting Specialist and Principal Purchasing and Contracting Specialist as needed.

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. Communicate procurement federal regulations, state statutes, county policies and procedures, and State of Minnesota Auditor’s reports.
2. Conduct competitive solicitations, assist with the intake process, analyze the marketplace, develop comprehensive solicitations including writing the scope or specifications, develop appropriate evaluation and pricing matrices, advertise and release solicitations, conduct pre-solicitation response conferences and solicitation openings, analyze solicitation responsesfor conformance with requirements, compliance, established intent and reasonableness, and allow ability of fiscal costs, and service delivery methodologies; developquote/bid tabs, direct department representatives regarding response evaluation, manage the solicitation award process;attest that the direct purchase or competitive solicitation is in compliance with all county policies and procedures, federal regulations, and state statutes.
3. Conduct contract preparation for supplies, equipment, materials, labor services and professional and expenditure grant services: contract creation that is in compliance with the direct purchase or competitive solicitation and awarded contractor’s response; obtain necessary contract documents, such as bonds and insurance requirements, and validate the accuracy and compliance of documents; attest that the contract is in compliance with all county policies and procedures, federal regulations, and state statutes.
4. Maintain official purchasing and contracting files which are subject to state audit and public data practices requests; assist in answering questions from auditors related to procurements for which they are responsible; draft correspondence, such as responses to public data practices requests from the public and other county employees.
5. Recommend changes and/or improvements to purchasing and contracting policies and procedures, templates and forms, solicitation and contract language.
6. Conduct contract administration. Assist in problem resolution between departments and contractors related to performance issues, warranty, pricing, quality, non-compliance with contract requirements, or any other solicitation or contract related issue; administer contract price changes, alterations, terminations, extensions and renewals, negotiations, and amendments in accordance with contract provisions.
7. Proactively review department contract usage, purchasing and contracting needs, and marketplace availability to develop direct purchase or competitive solicitations and resulting contracts or contract renewals that support continuation of business needs; conduct cost benefit analysis, life cycle costing, and commodity standardization studies; evaluate and recommend ways to leverage purchasing and contracting county-wide.
8. Coordinate intergovernmental agency cooperative purchasing solicitations and contracts; analyze existing and new procurement master contracts in order to purchase off other federal, state, and cooperative contracts.
9. Engages with community as needed throughout the purchasing and contracting process.

(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.

Education: Bachelor's degree in Public Administration, Supply Chain Management, Business Administration, Business Management, Accounting or closely related field.

Experience: None.

Substitution: Equivalent combination of education and related experience.

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

• Training and Experience Rating = 100%

The examination for 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.

Eligible List

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 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

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.

Criminal Background Checks

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.

E-Verify Participation

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.