Procurement and Contracts Support Specialist II, III, IV - Procurement & Di

at  Hawaii State Department of Education

DESCRIPTION

The authorized level of the position is Procurement and Contracts Support Specialist IV. Applications are being accepted down to the Procurement and Contracts Support Specialist II in the event of recruiting difficulties.

MINIMUM QUALIFICATIONS

Basic Education/Experience Requirements: Graduation from an accredited four-year college or university with a Bachelor’s degree. Excess experience of the type and quality described below or any administrative, professional, technical or other responsible work, which required a high degree of analytical skill, may be substituted for education on a year-for-year basis. To be acceptable, the experience must have been of such scope, level and quality as to assure the possession of comparable knowledge, skills and abilities.
Experience Requirements: Except for the substitutions provided below, applicants must have had the type of experience described in the statements immediately following and in the amounts shown in the table below:
Class Title
General
Exper
Specialzd
Exper
Supvry
Exper
Total
(years)
Procurement and Contracts Support Specialist II
1/2
0
0
1/2
Procurement and Contracts Support Specialist III
1/2
1
0
1-1/2
Procurement and Contracts Support Specialist IV
1/2
2
0
2-1/2
General Experience: Work involving progressively responsible professional or other responsible analytical work which involved gathering, evaluating and analyzing facts and other pertinent information required to resolve problems and/or to determine and recommend appropriate courses of action. Such experience must have demonstrated the ability to elicit information orally and in writing, apply problem-solving methods and techniques, identify alternatives, use judgment in determining appropriate alternatives, and prepare clear and concise written reports and recommendations for action.
Specialized Experience: Professional experience in an area related to procurement and/or contracts administration requiring the knowledge and application of formal procurement and/or contracting methods (i.e. development or processing of formal bid specifications and/or contract development), principles, and standards for the purpose of developing, reviewing, analyzing, and auditing procurement and contracts activities, ensuring compliance with applicable laws, policies, procedures, rules, and related requirements.
Qualifying Experience: Qualifying experience is not limited to that acquired in positions allocable to this series or in positions otherwise designated as “professional.” It may have been obtained in any position, e.g. purchasing technician or agent, substantially engaged in formal purchasing, which involved the activities and knowledge specified above.
Non-Qualifying Experience:

The following types of work experience are not qualifying:

• Experience limited to purchasing through informal means;
• Experience involving responding to general questions regarding procedures for formal purchasing or involving the consolidation or development of written requests for small purchase quotes;
• Experience which involved primarily serving as the liaison between the user and those conducting the informal purchasing;
• Experience which involved consolidating and transmitting specifications prepared by the user to those conducting the formal purchase without concomitant responsibility for review of said specifications for clarity, descriptiveness and appropriateness or which did not require intensive discussion with the users to ensure the appropriateness of the specifications; and
• Experience limited to assisting others in development of contracts (e.g. comparing contract terms and conditions for conformance with standard formats and language, assembling contract documentation, proofing agreements for grammar and punctuation, arranging for advertising, handing out copies of specifications, etc.)

Substitutions Allowed:

• Excess Specialized Experience of the type and quality described above may be substituted for General Experience on a year-for-year basis.
• Possession of a Bachelor’s degree or higher from an accredited college or university in public or business administration may be substituted for one-half year of the required General Experience.
• Satisfactory completion of all academic requirements for a degree in law (JD or equivalent) from an accredited school of law maybe substituted for two and one-half years of the required General and Specialized Experience.

Quality of Experience: Possession of the required number of years of experience will not in itself be accepted as proof of qualification for a position. The applicant’s overall experience must have been of such scope and level of responsibility as to conclusively demonstrate that applicant has the ability to perform the duties of the position for which applicant is being considered.
Driver’s License Requirement: Some positions require a current, valid driver’s license.

SUPPLEMENTAL INFORMATION

Salary: The advertised salary is based on full-time employment and includes shortage and school year differentials, if applicable.
Requirements: Applicants must meet all the requirements for the position they are seeking as of the date of the application, unless otherwise specified. Unless specifically indicated, the required education and experience may not be gained concurrently. Calculation of experience is based on full-time, 40-hour workweeks. Part-time experience is pro-rated. Example: Twelve months of experience at 20 hours/week is equivalent to six months of experience, not one year. Also, hours worked in excess of 40 hours/week will not be credited. Example: Twelve months of experience at 60 hours/week is equivalent to one year of experience, not one and a half years.

Temporary Assignment: Claims of Temporary Assignment (TA) experience to meet the minimum qualification requirements must be verified and attached to the application using one of the options below:

• A copy of the applicant’s TA History Report or equivalent system-generated report;
• A signed letter from the applicant’s supervisor that includes the applicant’s name, his/her TA job title, the TA start and end dates (from mm/yy to mm/yy), his/her specific TA duties performed, and either the TA hours worked per week or total TA hours worked; or,
• Copies of the applicant’s signed SF-10 Forms.

Documents: Attach all relevant supporting documents to your application. Documents that were attached to applications submitted before November 16, 2023 do not automatically attach or transfer to applications submitted on and after December 16, 2023. All submitted documents become the property of the Hawaii State Department of Education.
Information about Temporary Positions: Temporary positions may be extended year to year, dependent upon funding and departmental needs. Making yourself available for temporary positions increases your employment possibilities and may lead to permanent opportunities. A person hired for a temporary position may also become a temporary employee upon satisfactory completion of the initial probation period of at least six months. Once a temporary employee, you would be eligible to apply for promotion and transfer opportunities to permanent as well as other temporary positions. You may also enjoy other rights and benefits as afforded to an employee in a permanent position, with the exception of return rights and placement rights associated with a reduction-in-force.

• Develops bidding procedures and contract methods for complex/technical common use commodities not previously managed by the program.
• Studies the impact of the program on outside activities or the effect of changes of outside activities on the program (e.g. changes in commodity prices, business practices, shipping strikes, etc.).
• Prepares specification, terms and conditions to meet the minimum requirements of the user while assuring maximum competition.
• Determines whether bids meet specification and legal requirements; reviews for sufficiency the justification and statutory compliance for sole source, emergency, exempt or restrictive purchases and recommends such action when appropriate.
• Determines the type of specifications most appropriate for each purchasing requirement. Problem-solves a wide range of complaints which could not be resolved at lower levels regarding procedures, policies, product quality, contract performance, late payments, unfair or biased actions, etc..
• Evaluate the impact of program activities on relevant statutes, rules and regulations and recommends solutions to problem areas.
• Develops instructional sheets for bidders and purchasing policy guidelines and manuals for internal and external use.
• Participates in analyzing and developing legislative proposals for the amendment of laws to meet changes in business practices and other conditions.
• Conducts studies, analyzes and develops specifications for complex purchases including individual requests or for common-use commodities.
• In addition, performs work described at the lower level in relation to highly technical and complex work assignments.