Purchasing & Contracting Specialist

Overview

This vacancy is in the Finance department on the County Operations service team. The eligibility list created by this vacancy may be used to hire other vacancies in the department or County.

The Purchasing and Contracting Division is made up of two teams. The Purchasing and Contracting Expert (PaCE) team works with the departments to complete the intake for new purchases, finalize and publish solicitations, facilitate pre-solicitation conferences, manage the solicitation evaluation process and create contracts. The Purchasing and Contracting Administration team oversees contracts after it has been executed and works with the department and contractors to ensure contractor performance, monitoring of contract, compliance with contractual terms and conditions, maintain contractor files, assist in problem solving, and provide technical assistance to contractors.

This vacancy is on the Purchasing and Contracting Administration Team.

Responsible for county-wide purchasing and contracting functions, including intake, competitive solicitation, and contract creation related to a wide variety of supplies, equipment, materials, labor services, and professional and expenditure grant services in accordance with federal regulations, state statutes, county administrative code, policies, procedures and budget; assist in analyzing contractor performance for compliance and with corrective action; and to perform related duties as assigned.

To view or print a copy of the complete Ramsey County job (class) description for this position, go to the Ramsey County job descriptions page. Once there, browse the alphabetical list or search for a job description. Flexible Workplace:
This position is identified under the designation of “flex work eligible,” meaning that the employee can formally opt to be in-office full-time or work a flex schedule in which at least two days per week are performed in office and other days can be performed in a remote-first environment. Regardless of selection, the position carries expectations regarding on-site responsibilities and will require schedule flexibility beyond the minimum expectations set forth in the county’s flexible workplace policy.

To view Ramsey County’s Flexible Workplace policy, go to the Flexible Workplace Policy.

• Communicate procurement federal regulations, state statutes, county policies and procedures, and State of Minnesota Auditor’s reports.
• Conduct competitive solicitations, assist with the intake process, analyze the marketplace, develop comprehensive solicitations including writing the scope or specifications, develop appropriate evaluation and pricing matrices, advertise and release solicitations, conduct pre-solicitation response conferences and solicitation openings, analyze solicitation responses for conformance with requirements, compliance, established intent and reasonableness, and allow ability of fiscal costs, and service delivery methodologies; develop quote/bid tabs, direct department representatives regarding response evaluation, manage the solicitation award process;
  
  attest that the direct purchase or competitive solicitation is in compliance with all county policies and procedures, federal regulations, and state statutes.
• Conduct contract preparation for supplies, equipment, materials, labor services and professional and expenditure grant services: contract creation that is in compliance with the direct purchase or competitive solicitation and awarded contractor’s response; obtain necessary contract documents, such as bonds and insurance requirements, and validate the accuracy and compliance of documents; attest that the contract is in compliance with all county policies and procedures, federal regulations, and state statutes.
• Maintain official purchasing and contracting files which are subject to state audit and public data practices requests; assist in answering questions from auditors related to procurements for which they are responsible; draft correspondence, such as responses to public data practices requests from the public and other county employees.
• Recommend changes and/or improvements to purchasing and contracting…