Procurement & Contract Specialist 1 (Procurement & Contract Specialist)

Make a Difference in Oregon's Natural Resources! 

ODFW Mission: To protect and enhance Oregon's fish and wildlife and their habitats for use and enjoyment by present and future generations.

This position is with the Oregon Department of Fish and Wildlife (ODFW) located at the headquarters office in Salem.

NOTE: Due to the need of this position to act as a backup to positions that maintain and repair work related issues onsite, this position requires the successful candidate to work in the office.

Do you enjoy learning about new and interesting products and services and like a variety in the work you do? If so, we are looking for someone who is detailed oriented and can easily switch between tasks to join our team.

What you will do:
• Process purchase requests according to State and ODFW rules, policies, and procedures. Review purchase requests and work with staff to clarify requirements and develop specifications. Recommend solicitation method such as requests for quotations, invitations to bid or requests for proposals. Identify terms, conditions or requirements to apply. Locate sources of supplies, products and services and advise staff on availability, costs, and trends. Compare things such as products, services, quality, availability, shipping, and make purchase recommendations. Prepare standard contracts and agreements. Keep records and required documentation of transactions. Verify delivery of products and services according to specifications and terms of contract. Interpret related rules and policies and advise agency staff on correct methods and processes. Review contracts and agreements for compliance with requirements, regulations and specifications.

• Update and monitor databases that track contracts and agreements. Verify adherence to contract or agreement terms and conditions. Identify potential problems or conflicts and solve or recommend solutions. Answer questions or find information for agency staff, the public, contractors and vendors. Investigate and resolve problems of contract performance. Find solution to shipping, receiving and billing discrepancies or payment disagreements with contractors. Negotiate returns and credits, expedite orders, reschedule deliveries and cancel or renegotiate orders. Write contract amendments due to changes in project scope or to solve contractor or construction problems.

• Act as contract administrator for all HQ facility contracts (e.g. janitorial, landscaping, elevator maintenance, etc.). Develop and monitor schedules for work. Manage day-to-day communications and performance with contractors to ensure supplies and services are rendered in accordance with the contract; provide technical direction to the contractor and recommend corrective actions. Monitor quality of supplies or services according to contract terms and conditions and notifies contractor when services or supplies are deficient. Review and accept or reject goods and services.

• Serves as backup for other Business Operations staff for maintaining and repairing HQ facility, warehouse operations, safety responsibilities, and mail and shipping functions.

The above statements are intended to describe the general nature and level of work being performed. They are not an exhaustive list of all responsibilities and duties required.

Working Conditions  

Primarily office environment with daily use of personal computers, associated local and network environments.

• Frequent exposure to highly visible and sensitive projects, short deadlines, and realigned priorities.

• Meeting deadlines, managing multiple priorities, working with staff and others under short timelines and within state and federal contract rules.

• Employee may have to mediate disputes between contractors and division staff.

• Occasionally deals with challenging customers and situations.

• Occasional travel to attend regional meetings or training.

• Occasional travel to remote areas on primitive roads or no roads, often requires travel by foot.

• May visit construction sites and construction work around water.

• Exposure to severe weather sometimes encountered.

• Occasional long or irregular hours. May work weekends and evenings.

• Must maintain communications with contractors, public and other agencies under controversial situations.

• Requires valid driver’s license and an acceptable driving record due to the use of state vehicles.

• This position requires a flexible work schedule that varies in the number of hours worked on a daily basis, but not necessarily each day, or a work schedule in which the starting and stopping times vary on a daily basis, but not necessarily each day, and does not exceed forty (40) hours in a workweek. Work exceeding 40 hours per week requires prior approval by the supervisor. Regular and consistent attendance is an essential function for all positions within the Administrative Services Division.

• This position has been designated to have authorized unrestricted access to a terminal that has LEDS capability. To verify identification, the successful candidate shall be subject to a CJIS fingerprint-based record check and will need to complete an online security awareness training.

Criminal Records/DMV Check
Applicants are subject to both a criminal history and motor vehicles check. Driving is required for all positions. Out-of-state finalists will be required to present a current certified driving record for review to be considered for the position. Be prepared to obtain as soon as possible. You are expected to provide the out-of-state certified driving record before an offer can be made unless extenuating circumstances exist. Adverse background and/or driving information may disqualify you from further consideration.

NOTE: Within three days of hire, applicants will be required to complete the U.S. Department Homeland Security's I-9 form confirming authorization to work in the United States. ODFW participates in E-Verify. ODFW is not able to support VISA sponsorships.

We are seeking applicants who meet the minimum qualifications and have the following skills and experience:

Minimum Qualifications:

• Three years’ paraprofessional or technical-level experience in a related field such as general business, accounting, contracts, purchasing, or project administration support.

OR

A bachelor’s degree will substitute for the experience.

A one-year certificate in supply chain, logistics management, procurement, or a related field will substitute for one year of experience.

Requested Skills:
• Knowledge of pertinent state and federal law/regulations, state contracting rules and principles typical to a public jurisdiction, agency policies, and business management principles.

• Applying good communication and decision-making skills.

• Good customer service ethic.

• Strong logic and analysis to identify the strengths and weaknesses of different available options.

• Manage and prioritize one’s time to efficiently complete tasks and manage multiple projects simultaneously.

• Strong computer skills, plus the ability to work with diverse individual/groups and prioritize workload.

Additional Information:

Your answers to the supplemental questions must be supported by your resume or the "Job History" section in your application or you may not be considered for this position. You may be disqualified if your experience listed in your resume or the “Job History” section does not include information used to: 1) meet the minimum qualifications of the job and 2) back up your answers to the supplemental questions. If any of the positions listed in your application are part time or seasonal, be sure to include the dates you worked (month and year) and the average amount of hours worked per week in the duties section. Only those individuals who most closely match the requested skills will be invited to an interview.

Note: You will be required to provide a copy of your official or unofficial transcripts (online transcripts are acceptable) during the selection process that show your name, the name/address of the institution, coursework with passing grades, and degree conferred (including date), if you are using education to qualify. Transcripts and cover letters can be attached to your application in the Resume/CV/Cover Letter attachments field when you apply. Cover letters may not be reviewed unless it is stated as a requirement in the job posting.

For helpful tips on filling out your job history, responding to the supplemental questions, and submitting your application, click here

Internal Applicants: The contact information that is prefilled on your application is typically your work email and work phone number. Be sure to check your state email and Workday notifications for your status regarding the recruitment process. If you are away from the office or unable to check your state email account for an extended period, contact the HR Recruitment Unit and the hiring manager to let them know your personal email and phone number where you can be contacted. This will help to ensure you do not miss out on any correspondence that may be related to an interview. If you apply for a position as an internal applicant and then terminate while the recruitment is still in process, contact the Recruitment Unit to have your contact information updated.

External Applicants (non-state of Oregon employees): If you would like to retain a copy of this job posting, please print a copy before submitting your application. Once the job posting has closed, you will not be able to access the posting.

The job posting closes at 11:59 PM (PDT/PST) on the close date. After you submit your application, be sure to respond to the two questionnaires relating to public records requests and veterans’ preference immediately following your submittal. These questions are necessary to complete the application process.

Reasonable accommodations for interviews will be provided upon request to individuals with disabilities. If you are experiencing difficulty applying for this position or have questions, please contact the ODFW Human Resources office at 503-947-6051.

This recruitment will be used to establish a list of qualified people to fill the current vacancy and may be used to fill other vacancies as they occur.

The employee in this position will be represented by the Service Employees International Union (SEIU) and will be subject to all terms and conditions of the collective bargaining agreement. Pay and benefits on all job listings may change without notice.

Veterans - If you are an eligible veteran and you meet the qualifications, veterans' preference points will be added to your score.  For more information on veterans' preference points visit www.oregonjobs.org and select Veterans resources under Resources. Please do not attach veteran documentation to your initial application, after you have applied you will be sent a task in your Workday account to provide your veteran documentation at that time.

Find information on State of Oregon benefits

More information about our agency can be found on our social media accounts and at myodfw.com and https://www.dfw.state.or.us/

If you are passionate about natural resources, we invite you to join our team and assist with furthering ODFW’s mission by partnering with communities and sharing how our work has a positive effect on Oregon’s fish, wildlife and their habitats. ODFW is dedicated to cultivating a diverse and inclusive workforce as we strive to represent and better serve our neighboring communities. Our most important asset is our employees, and each person brings unique, different, and important contributions to the workplace and community we serve.  With Oregon’s changing demographics, a workforce that reflects this change will make us stronger and create an opportunity for better decision making. Consider joining our team as we lead ODFW into the future!

The Oregon Department of Fish and Wildlife is an Equal Opportunity/Affirmative Action Employer