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STATE OF OREGON POSITION DESCRIPTION

Position Revised Date: __________________ This position is:

Agency: _Oregon Department of Education__ Division: _Finance & Administration________ New Revised

Classified Unclassified executive service Mgmt Svc - Supervisory Mgmt Svc - Managerial Mgmt Svc - Confidential

SECTION 1. POSITION INFORMATION a. Classification Title: Procurement & Contract Specialist 3 b. Classification No: C0438 c. Effective Date: March 1, 2018 d. Position No: 0000.116 e. Working Title: Contracts Officer f. Agency No: 58100 g. Section Title: Procurement Services h. Budget Authorization No: i. Employee Name: j. Representation Code: k. Work Location (City-County): Salem - Marion l. Supervisor Name (optional): Lillie Gray (Director) m. Position: Permanent Seasonal Limited duration Academic Year Full Time Part Time Intermittent Job Share n. FLSA: Exempt

Non-Exempt If Exempt: Executive

Professional Administrative

o. Eligible for Overtime: Yes No

SECTION 2. PROGRAM AND POSITION INFORMATION a. Describe the program in which this position exists. Include program purpose, who’s affected, size, and

scope. Include relationship to agency mission. The Oregon Department of Education (ODE) provides leadership for all elementary and secondary students in Oregon's public school districts and education service districts. Responsibility also extends to public preschool programs, the state School for the Deaf, regional programs for children with disabilities, and education programs in Oregon youth correctional facilities. Our mission is to foster excellence for every learner through innovation, collaboration, leadership, and service to our education partners. We value equity for every student, high-quality education, service, leadership, and teamwork. We are results- focused and believe people are our greatest asset.

ODE employs in excess of 550 employees at the Public Service Building, the Veterans' Building, multiple Office of Child Care locations around the state, the Oregon School for the Deaf (OSD), Lord High School at Maclaren, and Robert F. Farrell High School at Hillcrest. OSD employees include academic-year staff who work nine and one-half months during the regular school year (late August to mid-June each year) and two months of summer school programs. OSD operates on a five-day-a-week, 24-hour-a-day basis.

The Office of Finance and Administration (OFA) provides timely and reliable fiscal and administrative services. This work is designed to ensure all agency services adhere to all applicable laws and regulations while seeking solutions focused on the needs of Oregon's children. OFA contributes to an infrastructure that allows ODE staff to focus on the core mission of leadership, accountability, and school improvement.

The Office of Finance and Administration includes units for Accounting, Budget, Procurement, School Finance

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and Facilities, and Employee Services to cover the full range of services provided to support agency staff and external partners. Through these different areas, mail is processed, bills are paid, contracts are developed and executed, the agency budget is developed, funds are distributed to local schools and districts, school buildings are monitored to ensure the safety of our children, full human resource services are provided, and agency facilities/space issues are addressed. OFA acts as reliable customer service partners for the rest of the agency to meet business needs and objectives of our mission.

The Procurement Services Unit within OFA ensures goods and services acquired by the agency are obtained in the most efficient and cost-effective manner. Major functions include contract solicitation, request for grant applications, awarding and administration of grants, contracts, supply ordering, construction quotes, and associated record-keeping. The Procurement Services Unit applies Oregon Revised Statutes and Oregon Administrative Rules as well as statewide policies and Agency internal policies and procedures to ensure compliance with all of its procurements.

b. Describe the primary purpose of this position, and how it functions within this program. Complete this

statement: The primary purpose of this position is to: Serves as Procurement Specialist responsible for developing, negotiating, researching, analyzing and procuring commodities, construction projects and professional services that are complex and/or high risk contracts and agreements for the Agency. Specialist reviews solicitation/contract requests and prepares the appropriate document(s) in accordance with applicable federal and state laws. The work involves administering the procurement process for complex formal/informal contracts and projects; advising Agency staff and vendors of legal requirements for compliance in the preparation of specifications for competitive bidding; developing and monitoring annual supply contracts; preparing requests for proposals for procuring professional, technical and expert services. Reviews invoices to ensure compliance with contracts and approves for payments. The Contracts Officer to work independently and to make decisions based on their knowledge of contract/purchasing rules and regulations which can be applied to various methods and types of contract(s) and supporting documentation. The Contracts Officer interprets procurement policies/procedures, rules and laws, and provides guidance and interpretation to staff and external customers. As Procurement Specialist 3, the Contracts Officer handles larger procurements and intergovernmental agreements than a Procurement Specialist 2. These contracts and agreements are more complex in nature requiring a more thorough understanding of business issues and sensitive political issues.

SECTION 3. DESCRIPTION OF DUTIES List the major duties of the position. State the percentage of time for each duty. Mark “N” for new duties, “R” for revised duties or “NC” for no change in duties. Indicate whether the duty is an “Essential” (E) or “Non-Essential” (NE) functions. Uses a wide range of purchasing and contracting methods for the procurement of goods, services, trade services, personal services, public improvements, and agreements for the agency within the centralized procurement unit. Analyzes solicitation/contract requests and determines the method of the procurement. This position also has delegation to process emergency contracts in the absence of the Director. % of time N/R/NC E/NE DUTIES

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40% R E Request for Proposal (RFP) and Invitation to Bid (ITB) Determines method of solicitations. Prepares solicitation documents. Ensure specifications are complete and correctly worded, terms and conditions satisfy the needs of the agency and are in compliance with rules, regulations and laws. Evaluates for potential performance risks and includes indemnification terms by incorporating appropriate insurances. When required, obtains Department of Justice legal sufficiency reviews and approvals prior to solicitations. Advertises solicitations on the Oregon Procurement Information Network (ORPIN). Addresses questions surrounding the scope of work, requests for changes to requirements of a solicitation, and its contractual terms or specifications. When solicitations close, reviews the proposals/bids to ensure they meet the pass/fail requirements and are responsive, and coordinates with the requesting program staff to complete the evaluation process. Creates evaluation workbooks and facilitates the evaluation process. After the apparent winner has been determined, prepares and issues award letter. Coordinates and facilitates negotiations. Responds to protests to awards through written letter reviewed and authorized through signature by Director/DPO.

41% R E Contract Development and Execution: Develops and prepares contract documents. When required, sends contract document to the Department of Justice for review and approval after the award. Obtain required signatures. Retains all documentation and the original contact in contract file. Enter contract data into CMS and when required enters the award in ORPIN. Negotiates contract and agreements terms and conditions to minimize risk to the Agency. Consults with DOJ office to clarify legal issues and get approval for contract language changes. Also works with private attorneys and DOJ office when negotiations deem necessary. Works as the liaison between the Contract Administrator or Requestor and the Contractor or Vendor to ensure compliance with the specifications, terms, conditions, delivery schedule, and payment of the Contract. Takes a lead role in contract administration by reviewing invoices and deliverables for payment. Writes and executes amendments for contracts or agreements. Should contract legal violations occur works with the Procurement Director/DPO and if needed DOJ to find a resolution.

2% NC E Request for Quote: Uses the Request for Quote form to solicit for goods and services. Analyzes staff needs to determine product specifications, required terms and conditions, shipping and delivery schedule. Sends copies of the Request for Quote to at least three (3) possible bidders based upon previous positive performance and research of the marketplace, and advertise on ORPIN a minimum of fourteen (14) days. Notifies lowest bidder of award and enters notice of award on ORPIN. Drafts contract documents or Purchase order as needed. Reviews invoices to ensure compliance with contracts and approves for payments.

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2% R E SPOTS: Processes SPOTS cards purchases with a limit of $25,000 per month and is authorized as the large SPOTS card purchaser allowing for a one-time purchase of $12,500. Reconciles monthly statement with purchases and forwards to SPOTS Coordinator for review. Locates sources of supplies and services. Compares cost, quality and availability of products and services. Obtains limited vendor quotations, if needed, and reviews results.

15% R E Other Duties: Answers questions and explains Department of Administrative Service Contracting rules; Attorney General Model Contracting rules; Oregon Accounting Manual policies and agency procurement policies and procedures to staff, vendors, contractors, and the public. Special projects and other duties as assigned.

NC E Customer Service

Responsible for treating customers, stakeholders, and co-workers with dignity and respect.

SECTION 4. WORKING CONDITIONS

Describe any on-going working conditions. Include any physical, sensory, and environmental demands. State the frequency of exposure to these conditions. Responds to contracting questions from agency staff, contractors, and the public throughout the day; explains agency policies and procedures; interprets DAS and AG rules; analyzes the requirements of procurement. Extensive use of email, telephone, scanner and fax to perform duties. Daily use of computer-based programs to develop solicitations and contracts.

SECTION 5. GUIDELINES

a. List any established guidelines used in this position, such as state or federal laws or regulations, policies,

manuals, or desk procedures. ORS 279 Oregon Public Procurement Statute OAR 137 Attorney General Model Public Contracting Rules OAR 125 DAS Procurement Rules BOLI Prevailing Wage Rate Handbook SFMS/ADPICS Training Manual ORPIN Training Manual Oregon Public Buyer Certification Training Manuals Contract Management System Procedures Oregon Department of Education Procurement Policies ODE Procurement Procedures Oregon Accounting Manual b. How are these guidelines used?

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Policies and procedures within the agency dictate how requests are handled by the procurement unit. Working within agency policy and outlined procedures, the need is researched, solicited, and contracted following training received through DAS and according to authority delegated under state procurement rules and statutes.

SECTION 6. WORK CONTACTS

With whom, outside of co-workers in this work unit, must the employee in this position regularly come in contact?

Who contacted How Purpose How Often? Agency employees

In person/phone/ email

Advise on procurement/contracting questions

Daily

Public vendors

In person/phone/ email

Answer product, order, shipping, billing, and payment questions

Daily

Contractors/bidders/ proposers

In person/phone/ email

Explain solicitation and contract requirements and resolve problems

Daily

Other state agencies

In person/phone/ email

Request clarification on contracting issues

Frequently

Department of Administrative Services – State Procurement

In person/phone/ email

Request clarification on process, procedures and rules.

Frequently

Attorney General Office In person/phone/ email

Request clarification on process, procedures and rules. Work with attorneys for legal sufficiency on Agency solicitations and contracts

Frequently

SECTION 7. POSITION RELATED DECISION MAKING

Describe the typical decisions of this position. Explain the direct effect of these decisions. Selects appropriate type of solicitation and contracting process to be used for the procurement of goods or services. Agency staff relies on an accurate analysis of their needs during the development of the specifications, terms, conditions, possible risk involved, and delivery schedule. Staff is advised through the solicitation and contracting process of the procurement rules and statutes that must be adhered to; following procurement authority as delegated by DAS results in a legally binding document that is enforceable, fair to the contractor, and provides for staff needs. This position does risk assessments for procurements and determines which course of action should be taken to minimize risk to the Agency. This position is granted a contracting officer warrant with authority to legally bind ODE through contract signature.

SECTION 8. REVIEW OF WORK

Who reviews the work of the position? Classification Title Position Number How How Often Purpose of Review

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Principal Executive/Manager D

0000.082 Review sampling of solicitation and contract documents

Periodic Confirm the expected results are achieved; rule, policy, and procedure are interpreted accurately; and the contract process is conducted in a fair and impartial manner.

SECTION 9. OVERSIGHT FUNCTIONS

a. How many employees are directly supervised by this position? None How many employees are supervised through a subordinate supervisor? None b. Which of the following activities does this position do?

Plan work Coordinates schedules Assigns work Hires and discharges Approves work Recommends hiring Responds to grievances Gives input for performance evaluations Disciplines and rewards Prepares & signs performance evaluations

SECTION 10. ADDITIONAL POSITION-RELATED INFORMATION

ADDITIONAL REQUIRMENTS: List any knowledge and skills needed at time of hire that are not already required in the classification specification: Good communication and public relations skills are essential to this position: Advises daily and gives guidance to agency staff on contracting issues; frequent contact with contractors to explain contract specifications and terms; regular contact with vendors to gather information, place orders, solicit quotes, and solve problems. This position is required to acquire and maintain the DAS Oregon Procurement Basic Certification and a national certification from a recognized Professional Procurement Association. BUDGET AUTHORITY: If this position has authority to commit agency operating money, indicate the following: Operating Area Biennial amount ($00000.00) Fund type

SECTION 11. ORGANIZATIONAL CHART

Attach a current organizational chart. Be sure the following information is shown on the chart for each position: classification title, classification number, salary range, employee name, and position number.

SECTION 12. SIGNATURES

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__________________________________ ___________________________________ Employee Signature Date Supervisor Signature Date __________________________________ Appointing Authority Signature Date