Contracts and Procurement Manager

Description

AGRICULTURE - A Cornerstone of Washington's Economy

The Washington State Department of Agriculture has been serving the state for more than 100 years. Through service, regulation, and advocacy, we keep agriculture viable and vital in Washington State, while protecting consumers, public health, and the environment. We work extensively with farmers and ranchers, but our responsibilities – from ensuring food safety to environmental protection – touch the lives of millions of people locally, nationally, and abroad.

The agency includes 780 employees approximately and grows close to 1,000 employees at the peak of seasonal work. To learn more and view additional openings, please visit our Employment Page.

The Contracts Management Program oversees contracts and purchasing programs for the agency. It provides consultation to divisions on best practices and required training. Additionally, the contracts team coordinates major procurements, contracts policy, and reviews agreements.

Duties

Some of the various responsibilities within this role:

• Provide expertise and assistance as needed for new and existing contracts, solicitations, grant and sub-grant agreements, protest, terminations and Inter-agency Agreements. Provide extensive analysis in the solicitation and preparation of agency procurements. Approve and release large-scale competitive procurement documents.
• Supervise one Procurement Specialist 2 and ensure the agency is consistent in the way contracts and purchases are handled. This position is responsible to monitor workload, set priorities, allot resources, and adjust as appropriate. The incumbent will resolve issues and answer questions, interview and recommend selection of applicants, train new employees, act on leave requests, conduct annual performance evaluations and recommend disciplinary actions when necessary.
• Direct the coordination, negotiation, preparation and review of new and existing contract, grant and procurement documents. Ensure contract language is clear and concise, business outcomes and deliverables are specified and that all required terms and conditions have been incorporated.
• Develop and maintain a document library that includes standardized templates and boilerplates to ensure consistency and provide requisite controls consistent with policy. Manage the contract files retention schedule and record disposition. Design, publish and control a set of self-help tools and forms used in the procurement and contracting processes. Develop and oversee the agency's centralized contract files both in electronic (Enterprise Contracts Management System, ECMS) and hard copy form. Oversee Scan and Toss project for program to ensure records are retained as required, but not for a longer period than necessary.
• Establish and maintain working relationships and act as the agency liaison with OSP, AAG, SAO, PRT, OMWBE, and DES pertaining to purchasing, grant and contracting issues. Act as WSDA representative in DES groups including TAG, PCAG, WACS, ECMS and WEBS user groups.
• Develop agency processes for appropriate courses of action in procurement methodologies for competitive bids, sole source acquisitions, Request for Proposals or Bids, or direct negotiations.
• Identify and facilitate the continued implementation of best practices and continuous process improvement.
• Work with agency stakeholders to develop training focused around the needs of the personnel involved in contracting, purchasing, and grants management. Develop training to help contract managers and accounts payable staff better manage and monitor their contracts.
• Establish and implement a set of processes supporting the effective utilization of procurement and contract staff to improve performance and achieve business goals. This includes customer service plans, performance measures, and work plans to implement business changes due to changing regulations or business needs.
  
  

Qualifications

Who should apply?

Professionals with:

• A minimum of five (5) years of experience in negotiating, administering or terminating government contracts, contract cost or price analysis, or contract compliance administration.

• Working knowledge of the various authorizing agencies and the procurement statutes and rules associated with them, government contracting and procurement techniques, research and market analysis techniques; effective methods of oral and written communication; technical writing skills; contract development and administration.

• Ability to plan, organize and supervise the work of others; resolve complex problems, maintain records, controls and reports. Establish and maintain effective working relationships with suppliers, customers, fellow employees, stakeholders and the public; adapt rapidly to changing market conditions and/or customer needs; work effectively with automated and web-based procurement systems; develop and lead user committees that aid in development of contract specifications or contract dispute resolution; prepare and interpret complex specifications and award criteria; oversee analysis of bids or proposals submitted by suppliers, prepare, maintain and interpret procurement and contract statistics and management reports.

• Expert-level proficiency in this position is determined by the ability to independently provide consultation with minimal supervision, including prioritizing and handling all issues within assigned area of responsibility.

Preferred/Desired Qualifications:

• A Bachelor's degree involving major study in, business administration, public administration, or closely allied field.

• Five (5) years in state service as a manager or supervisor consulting to agency staff on issues relating to contracting, purchasing and grants; developing and executing competitive procurements for goods and services per RCW 43.19, RCW 43.105, and RCW 39.29; contract experience to include development of original contract language and concise statements of work; reviewing/revising administrative polices relating to purchasing, contracting and grants; developing reports and recommending solutions to complex problems for executive level staff.

• Ability to accurately, effectively, and timely analyze and interpret data related to asset management, inventory, purchasing, contracts and grants; competently develop and conduct training; evaluate content of purchasing and contracts for sufficiency; solve complex problems; work with individuals and groups and make sound decisions within the scope of responsibilities.

• Proven experience communicating across a broad spectrum of personnel, management, stakeholders and customers. Consistently demonstrate the values of integrity, respect, a positive work attitude, and teamwork.

Special Requirements/Conditions of Employment

• Certified Purchasing Manager (C.P.M.) or Certified Professional Public Buyer (CPPB) or equivalent certification is desirable.

Supplemental Information

Employee Benefits

• A healthy work/life balance, which may include flexible work schedules, and teleworking.
• WSDA provides an excellent benefits package beyond traditional benefits. State employment offers Dependent Care Assistance, Flexible Spending Accounts, Public Service Loan Forgiveness, Tuition Waiver, Deferred Compensation, Employee Recognition Leave; click here for more information.
• 12 paid Holidays & Vacation and Leave Accruals.
• All Personal Protective Equipment (PPE) required will be provided by the agency. 

How to apply 

You must complete your careers.wa.gov profile and answer the supplemental questions. In addition to completing the online application, and supplemental questions applicants must attach the following documents to their profile to be considered for this position:    

· A resume detailing experience and education

· A cover letter describing how you meet the specific qualifications for this position

· Three professional references 

By submitting these materials, you are indicating that all information is true and correct. The state may verify information. Any untruthful or misleading information is cause for removal from the applicant pool or dismissal if employed.

If you are having technical difficulties creating, accessing, or completing your application, please call NEOGOV toll-free at (855) 524-5627 or email support@neogov.com.

The initial screening will be solely based on the contents and completeness of your application and the materials submitted. All information may be verified, and documentation may be required. Applications received via e-mail will not be accepted in lieu of applying through the state's on-line recruitment system.

Equity at WSDA

The Department of Agriculture recognizes, appreciates, supports, embraces, and respects all cultural identities and backgrounds while we collaborate in authentic ways. We hire amazing people that share in the commitment to our Pro-Equity Anti-Racist (PEAR) strategic plan, our Healthy Environment for All (HEAL) Act implementation plan, and our unique needs and desires for belonging, respect, and inclusion. We value the growth and development of our team members by providing equitable access to resources and opportunities for continuous learning, improvement, and advancement.

We strive to hire, cultivate, and retain a productive and dedicated workforce that reflects the communities we serve while we are committed to a workplace that celebrates our differences and supports equal opportunity employment and inclusion regardless of race, creed, color, national origin, citizenship or immigration status, marital status, families with children (including pregnancy, childbirth, or related medical conditions), sex, sexual orientation, gender identity diversity, age, status as a protected veteran, honorably discharged veteran or military status, status as an individual with the presence of any sensory, mental, or physical disability or the use of a trained dog guide or service animal by a person with disabilities or other applicable legally protected characteristics. We also consider qualified applicants with criminal histories, consistent with applicable federal, state, and local laws.

Contact Us

Should you have any questions regarding this position or the online application, contact the Human Resource Office at Recruitment@agr.wa.gov.

Prior to a new appointment into the Department of Agriculture, a background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant's suitability and competence to perform in the position. 

The Human Resources Division may use referrals from this recruitment to help fill future similar vacancies for up to six months.

Veteran's Preference: Applicants who meet the minimum qualifications and wish to claim Veteran's Preference MUST attach a copy of their DD214, or other verification of military service. Please blackout any personally identifiable data such as social security numbers. For additional information on Veteran's Preference and guidance on how to determine if you are eligible, click here. 

Persons with a disability, who need assistance with their application or need this announcement in an alternative format, may call 664-1960 or toll free (877) 664-1960. TTY users should first call 711 to access the Washington Relay Service.

For more information about the Washington State Department of Agriculture, visit us at www.agr.wa.gov.