Contracts Specialist

FT/PT: Full-time

PAY PLAN: 12-month

WORKPLACE TYPE: On-site (work in-person at business location)

ANTICIPATED HIRING RANGE: Step 1 $5,178 - Step 4 $5,495

However, offer amount will be commensurate with candidate's experience, education, skills, and training.

CSU CLASSIFICATION SALARY RANGE: Step 1 $5,178 - Step 20 $7,543

PAY BASIS: Monthly

BENEFITS: CSUB offers a best-in-class benefit package for eligible employees that includes an array of medical plans, choice of dental plans, vision coverage, retirement participation in CalPERS, CSU tuition waiver, up to 24 vacation days per year, sick leave with unlimited accrual, 15 paid holidays per year and more! See our benefits website for additional information.

CANDIDATES ELIGIBLE TO APPLY: Open to all qualified applicants

POSITION PURPOSE

The Office of Procurement and Contract Services is responsible for contract administration and procurement processes for CSU Bakersfield and its auxiliaries. Its mission is to respond to the needs of faculty, staff, and students and comply with State legislated purchasing mandates, and CSU and campus policies.

Working independently under general supervision of the Director & Chief Procurement Officer (CPO) or designee, the Procurement Professional II performs moderately complex procurement activities for information technology hardware and software, event-related services, transportation services, clinical placement and service-learning agreements, and commodity and service-related purchases conducted in accordance with applicable federal, state, and local laws, ordinances, rules, and regulations.

The Procurement Professional II conducts purchasing and contract administration activities, coordinates formal and informal solicitations, reviews and processes procurement transactions, and provides procurement guidance and support to campus departments. The incumbent supports procurement workflow processes within the CSUBUY Procure-to-Pay (P2P) system including punchout purchasing, requisition routing and Level I support to campus users.

The Procurement Professional II provides high quality customer service, operational support, and procurement solutions while building and maintaining relationships with campus staff and faculty, managers, community professionals, and suppliers or contractors.

DUTIES & RESPONSIBILITIES

Contract Administration

• Review, prepare, and process contracts of limited complexity for goods and services including but not limited to information technology hardware and software, event-related services, transportation services, clinical placement agreements, and service-learning agreements.
• Monitor contract and agreement terms and assist with processing renewals, amendments, extensions, and terminations.
• Coordinate with campus departments, Risk Management, University Counsel, and external agencies to facilitate contract review and execution.
• Resolve up to moderately complex contract issues or disputes, ensuring compliance with contract terms and conditions. Elevate more complex issues to senior staff or leadership as needed.
• Maintain contract records within applicable procurement and contract management systems.
• Participate in project meetings and committees related to procurement operations, technology purchases, and procurement workflow processes.

Purchasing

• Evaluate suppliers, goods, and services and select most advantageous supplier for the procurement.
• Review and prioritize requisitions as well as evaluate and assist with proposed specifications.
• Perform moderately complex negotiations, including legal terms, price, payment terms, and delivery options.
• Obtain required documentation from requestors and suppliers including quotes, proposals, insurance certificates, IT documents, and tax forms.
• Review monthly open purchase order reports to resolve open orders by communicating with Receiving, Accounts Payable, requestors, and/or vendors.
• Utilize ProCard for processing low-risk orders to maximize campus rebate and improve cost savings.
• Provide guidance to campus departments on procurement procedures, requirements, and allowable procurement methods.

Procurement Systems & Workflow Support

• Provide campus support for CSUBUY Procure-to-Pay (P2P) system and punchout purchasing processes.
• Review and route procurement transactions and punchout requisitions to ensure compliance with procurement policies and procedures.
• Assist campus users with procurement workflow issues, requisition corrections, and supplier-related system inquiries.
• Coordinate with suppliers to resolve procurement workflow and punchout ordering issues.
• Run reports and compile procurement data related to purchasing activity, workflow processes, and supplier utilization.
• Assist with procurement system testing, updates, and workflow improvements.

Bid Preparation & Contract Award)

• Prepare informal and formal invitations for bids and requests for proposals.
• Respond to bid inquiries by vendors and prepare and release addendums.
• Schedule, receive, and analyze bids as well as recommend contract award. Conduct risk assessments.
• Negotiate pricing, delivery schedules, and contract terms and conditions within delegated authority.
• Finalize procurement documentation and coordinate contract execution within established procedures.

REQUIRED QUALIFICATIONS

EDUCATION & EXPERIENCE - Equivalent to a bachelor's degree in a related field and two (2) years of relevant experience or one (1) year as a CSU Procurement Professional I. Additional experience which demonstrates acquired and successfully applied knowledge and abilities may be substituted for the required education on a year for-year basis. An advanced degree in a related field may be substituted for the required experience on a year-for-year basis.

SKILLS, KNOWLEDGE & ABILITIES (SKA's) -

• Regular and reliable attendance is required.
• Working knowledge of current principles, statutes, regulations, policies, procedures, practices, methods of procurement, contract delivery methods, and contract administration activities.
• General knowledge of principles and practices used in the development of contracts, contract administration, and contract law.
• Working knowledge of pricing, cost analysis, and principles and practices used in accounting.
• Working knowledge of benchmarking, budgeting, and cost estimating.
• Knowledge of equipment, materials, and services required by a public or large organization.
• Skill in evaluating and comparing the product specifications, contract details, and cost elements of a bid or proposal.
• Demonstrated ability to perform pricing and cost analysis.
• Ability to analyze and provide solutions.
• Skill and experience in cost-reduction techniques.
• Ability to research and compare product, quality, performance, and options.
• Skill in performing moderately complex negotiations, which may include, but not limited to, legal terms.
• Ability to prioritize, schedule, and undertake concurrent work assignments.
• Ability to effectively use procurement software and tools as well as applicable systems and applications in analysis, research, and reporting activities and projects.
• Demonstrated customer service experience requiring a very high level of diplomacy and professionalism.
• Ability to use tact and diplomacy to effectively handle a broad range of high level and sensitive interpersonal situations with diverse personalities, and to respond appropriately to conflicts and problems.
• Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in the University with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds.
• Excellent communication skills; ability to effectively communicate information in a clear and understandable manner.
• Thorough knowledge of English grammar, spelling, and punctuation.
• Ability to interpret, communicate and apply policies and procedures.
• Ability to maintain a high degree of confidentiality.
• Excellent organizational and time management skills with the ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.
• Excellent computer skills and competence with a variety of computer applications including word-processing, spreadsheets, databases, on-line systems, Internet as well as online calendaring and email.
• Working knowledge of or ability to quickly learn University infrastructure.
• Must be willing to travel and attend training programs off-site for occasional professional development.
• Must be able to work overtime, occasional holidays and adjust working hours to meet special jobs. May be called back periodically to perform work as needed on an emergency basis.

PREFERRED QUALIFICATIONS

• Experience procuring information technology hardware, software, subscriptions, or maintenance agreements.
• Experience processing event-related procurements including rentals, catering, transportation services, and speaker agreements.
• Experience processing clinical placement agreements, affiliation agreements, or service-learning agreements.
• Knowledge of financial and procurement systems such as PeopleSoft and/or Jaggaer.
• Knowledge of CSU and State regulatory and administrative documents, California Public Contract Code, SUAM, and SAM.
• Certified Purchasing Manager (CPM), Certified Professional Public Buyer (CPPB), or similar procurement certification preferred.
• Public procurement knowledge.
• Demonstrated skills in an institutional/educational environment possessing a customer-oriented and service-centered attitude.

PHYSICAL DEMANDS

LIGHT WORK - involves mainly sitting, up to 25% standing or walking; lifting medium weight objects limited to 25 pounds.

ENVIRONMENTAL FACTORS

N/A

SPECIAL CONDITIONS

SCREENING: Only those applicants possessing experience most directly related to the immediate needs of the office will be invited to appear before a Qualifications Appraisal Board for the purpose of appraising training, experience, and interest in the position.

BACKGROUND CHECK: Satisfactory completion of a background check (including a criminal records check) is required for employment. CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.

Education Code 89521 Requirements: Applicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last seven years only after a determination is made that they meet the minimum qualifications for the position, and before an offer of employment is extended. Applicants who reach the final stages of the application process must sign a release form that authorizes the release of information by the applicant's current and/or former employers to the CSU concerning any substantiated allegations of misconduct.

SENSITIVE POSITION: Sensitive positions are designated by the CSU as requiring heightened scrutiny of individuals holding the position, based on potential for harm to children, concerns for the safety and security of the people, animals, or property, or heightened risk of financial loss to the CSU or individuals in the university community.

CONFLICT OF INTEREST: A "designated position" in the CSU's Conflict of Interest Code. The successful candidate accepting this position is required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.

GENERAL INFORMATION: It is the policy of California State University, Bakersfield to hire only United States citizens and aliens lawfully authorized to work in the United States. All new employees will be required to present documentation verifying their right to accept employment. You will also be requested to present a social security card at the time of initial appointment in compliance with state payroll regulations. State regulations require that every state employee sign the Oath of Allegiance prior to commencing the duties of his/her State employment, except legally employed non-citizens. These individuals are required to sign the Declaration of Permission to Work.

The California State University ("CSU"), including California State University, Bakersfield is committed to an inclusive and equitable community that values diversity and fosters mutual respect. All students and employees have the right to participate fully in CSU programs, activities, admission, and employment free from discrimination, harassment, sexual misconduct, sexual exploitation, dating violence, domestic violence, stalking and retaliation. The CSU Nondiscrimination Policy prohibits discrimination and harassment based on any protected status, sexual harassment, sexual misconduct, sexual exploitation, dating violence, domestic violence, stalking, prohibited consensual relationships, and retaliation.

Campus contact for our Nondiscrimination policy is Allan Williams, Associate Vice President of Civil Rights & Compliance, (661) 654-2713.

To apply, visit https://careers.pageuppeople.com/873/bk/en-us/job/561389/contracts-specialist