JOB OBJECTIVE:  Perform advanced(senior-level) purchasing and procurement work as well as contract management work for the Staff Services Division at the Texas Historical Commission (THC). Work involves planning, organizing, coordinating, and preparing specifications for commodities and services; prepare bid specifications; prepare procurement documents; execute contract documents and manage contracts to completion; prepare and administer large-scale construction contracts; maintain records of items purchased, received, prepared and issued for the agency. Work under minimal supervision, with considerable latitude for the use of initiative and independent judgment.

ESSENTIAL DUTIES:

Purchasing:

1. Process requisitions and order merchandise, supplies, and equipment, including initiating and approving emergency purchases by using, interpreting, and monitoring guidelines, rules, policies, and laws.
2. Prepare, review, and track purchase orders.
3. Review requisitions for completeness and compliance with applicable requirements prior to processing of invitations for bid.
4. Prepare and review bids and orders to verify accuracy, terminology, and specifications.
5. Review and tabulate bids and orders to determine the lowest and best bids or bids that are the best value purchase.
6. Coordinate, review, and distribute bid invitations to vendors.
7. Coordinate and process competitive procurements.
8. Monitor legal and regulatory requirements pertaining to purchasing.
9. Monitor and track contractors’ performance. Resolve procurement issues, participate and assist in dispute resolution processes.
10. Oversee receiving, storing, and issuing of items purchased.
11. Maintain requisitions and purchase voucher logs.
12. Prepare or assist with the preparation of required purchasing reports.
13. Maintain vendor files and contracts.
14. Assist agency staff in understanding and following the purchasing process.

HUB Program

15. Assist agency HUB Coordinator and may represent agency at HUB forums, workshops, and seminars.
16. Facilitate compliance with the agency’s good faith effort criteria, HUB reporting and marketing and outreach efforts for HUB participation.
17. Validate vendor submitted HUB Subcontracting Plans and Monthly Progress Reports for compliance.
18. Work with vendors on becoming HUB certified.
19. Prepare or assist with the preparation of required HUB reports.

Contracting

20. Develop solicitations, contracts, and amendments by identifying provider resources, describing services to be rendered, evaluating information supplied by bidders, and negotiating contract specifications.
21. Prepare or assist in the preparation of specifications for bids.
22. Develop or assist in the development of bid evaluation scoring instruments.
23. Coordinate and facilitate or assist in procurement related meetings such as kick-off and pre-proposal meetings, post-award conferences, team briefings, and evaluation scoring.
24. Negotiate or assist in negotiating contracts, contract renewals, and amendments and may make recommendations to change solicitation, contract boilerplate, and other contract related documents.
25. Prepare purchase contracts and issues purchase orders for awarded bids.
26. Monitor legal and regulatory requirements pertaining to contracting.
27. Maintain contract logs, vendor files and contracts.
28. Provide guidance regarding contract administration, policies, and procedures.
29. May train others.
30. Adhere to established work schedule with regular attendance.
31. Follow all THC safety guidelines/procedures and ethics requirements.

NON-ESSENTIAL DUTIES:

31. Perform other duties as assigned.

QUALIFICATIONS/REQUIREMENTS (The application must specifically state how each of the following qualifications are met):

• Graduation from a four-year college or university with major course work in business or public administration, or related field (two years’ work experience related to the essential duties may substitute for one year of college);
• Minimum three years’ work experience in the procurement of goods and services for a Texas State Agency;
• Minimum two years’ work experience in contract development, management, or evaluation work for a Texas State Agency;
• Work experience in specification development, planning, scheduling, and contract administration for a Texas State Agency;
• Experience with building and renovation construction purchases;
• Certified Texas Contract Developer (CTCD);
• Valid driver’s license, acceptable driving record and ability to drive a state vehicle; and
• Required to travel up to 10% of the work period.

PREFER:

• Graduation from a four-year college or university with major coursework in business or public administration, or related field; and/or
• Significant experience with building and renovation construction purchases; and
• Certified Texas Contract Manager (CTCM).

KNOWLEDGE, SKILLS, AND ABILITIES:

• Knowledge of purchasing and procurement methods and procedures; of contracting regulations; of negotiating contacts; of developing contracts; of state procurement and contracting principles and practices; of assigned commodities and products on the open market; of supply sources; of the principles of business administration and accounting; of reporting procedures; and laws of controlling state purchasing and contracting operations;
• Effective verbal and written communication, human relations and organizational skills;
• Effective critical thinking skills;
• Skill in providing customer service excellence to both internal and external customers;
• Skill in operating a personal computer with word processing, access database and excel spreadsheet software;
• Ability to evaluate contracts and recommend future status; to interpret policies, procedures, and regulations; to evaluate fiscal data for reasonableness, necessity, and conformity with contract requirements; to negotiate features of a contract; and experience with contract databases;
• Ability to evaluate bids, to develop methods and procedures for locating supply sources, to maintain a system of record keeping, to maintain effective working relationship with vendors and suppliers;
• Ability to train others;
• Ability to analyze problems, evaluate alternatives and recommend effective solutions;
• Ability to process information in a logical manner and to assess validity;
• Ability to work in a setting requiring self-motivation/cooperative decision-making and to work effectively with diverse groups of people;
• Ability to work effectively under pressure and meet deadlines while maintaining extreme attention to detail;Ability to multi-task in a fast-paced environment;
• Ability to adapt successfully and quickly to change and deliver quality results in a timely manner;
• Ability to plan, organize and work independently, as well as within a team environment;
• Ability to exercise sound judgment and discretion; and
• Ability to maintain the highest level of confidentiality.

REGISTRATION, CERTIFICATION, OR LICENSURE:
Must have or obtain a valid Driver’s License and Defensive Driving Course to be able to operate state vehicles;
Must have a Certified Texas Procurement Manager (CTPM);
Must have a Certified Texas Contract Manager (CTCM) or obtain within 6-months of hire.

ENVIRONMENT/PHYSICAL CONDITIONS:  Normal office work environment and may have exposure to dust and environmental allergens consistent with normal business activities and human contact. Mostly sedentary in nature but may involve walking; standing; pulling and pushing; kneeling, stooping, and bending; performing tasks requiring fine motor skills and coordination; and safely lifting and carrying items weighing up to 50 pounds. Must be able work extended periods at a computer, and may require working extended hours and some evenings, weekends and overnight, as needed. Involves safely operating a state vehicle and driving for long distances and traveling by airplane.  Telework policy permits up to three days per week of remote work.

To apply for this position, please visit https://capps.taleo.net/careersection/808/jobdetail.ftl?job=00032141 

For more information about our jobs, https://www.thc.texas.gov/about-us/job-opportunities