Complex Procurement Planning Specialist

Job Description

Performs highly advanced (senior-level) consultative services and technical assistance work on complex procurements for the Laboratory Business Operations Unit of the Public Health Laboratory Division. Serves as specialized support for specific laboratory areas, and responsible for gaining an understanding of laboratory workflows/needs in order to translate highly technical needs into layman’s terms for procurement documents. Coordinates long-term planning and evaluation of complex procurements and contracts. Initiates required forms for complex procurements such as requests for proprietary justifications, statements of work, and emergency procurements. Coordinates complex procurement issues for further review and action. Works with lab staff to periodically review and update processes and assess/implement improvements. Works under limited supervision of the Complex Procurement Group Manager, with considerable latitude for the use of initiative and independent judgment. May train, lead, assign, and/or prioritize the work of others, which may include serving in a team lead capacity.

Essential Job Functions

Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.

EJF 1. (35%) Plans, prioritizes, and performs highly advanced (senior-level) consultative services and technical assistance work on complex procurements for the Public Health Laboratory Division. Serves as specialized support for specific laboratory areas, gaining an understanding of laboratory workflows/needs in order to translate highly technical needs into layman’s terms for procurement documents. Guides Division staff and management in the planning and execution of complex procurements, contracts, laboratory supplies/services, and purchase order activities. Works collaboratively with lab staff to plan for unique lab procurements within the lab and with all related areas of the agency to avoid recurring terms and conditions issues.

EJF 2. (25%) Coordinates long-term planning and evaluation of complex procurements. Initiates required forms for complex procurements including (but not limited to) requests for proprietary justifications, statements of work, and emergency procurements. Serves as the lead writer and editor of Statements of Work. Assesses best procurement method and associated requirements. Performs research in agency systems regarding contracts and procurements and creates graphs and ad-hoc reports to enable lab staff to see trends in procurement history and plan for upcoming needs. Establishes timelines, assists with action items, and follows up to ensure timelines are met so procurements and contracts are established on time.

EJF 3. (25%) Coordinates and leads Division activities, planning, and special projects related to complex procurements. Coordinates complex procurement issues for further review and action. Meets with the applicable state, and/or federal staff and/or entities to address the Division's complex procurement issues. Represents the Public Health Laboratory Division leadership in meetings regarding complex procurements, when requested. Prepares related high-level briefing documents and analyses related to complex procurements. Analyzes and reviews complex procurement policies and instructions to provide comments and recommendations. Keeps abreast of complex procurement-related policy matters to ensure compliance with state & federal regulations. Serves as a liaison with division, agency, and system budget, contract, grant, accounting, legal, and purchasing staff.

EJF 4. (10%) Works with lab staff to periodically review and update processes and assess/implement improvements. Communicates with Division staff and management regarding changes to agency and enterprise policies, procedures, and instructions related to complex procurements. Cross-trains and works with all team members in the Laboratory Fiscal & Procurement Branch to effectively maintain shared email inboxes and support customers in the usage of the CAPPS Financials system, review of purchase requisitions/purchase orders, purchase order/voucher adjustments, billing, invoices, training, the development of training materials, and other priorities established by management.

EJF 5. (5%) Other duties as assigned include but are not limited to actively participating and/or serving in a supporting role to meet the agency's obligations for disaster response and/or recovery or continuity of operations (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location. Consistently complies with DSHS Lab, local, state, and federal guidelines to ensure a safe functioning laboratory.

Knowledge Skills Abilities

Knowledge of local, state, and federal laws related to purchasing and complex procurements.

Knowledge of agency, state, and federal policies and procedures related to complex procurement activities.

Skill in proofreading, editing, and checking work for accuracy.

Skill in effective listening, providing training, and technical assistance to others.

Skill in the use of standard office equipment and software applications (Outlook, Microsoft Teams, Word, PowerPoint, etc.) with a minimal intermediate skill level in the use of Excel spreadsheets.

Skill in strategic planning and resource management.

Skill in effective decision-making and negotiation, organization, prioritizing workflow, handling multiple tasks/assignments simultaneously, and meeting deadlines.

Skill in evaluating, developing, and analyzing reports.

Skill in analyzing complex issues, drawing appropriate conclusions, and initiating necessary actions to solve problems.

Skill in planning and coordinating the work of others.

Skill in gathering, correlating, and analyzing facts

Skill in devising solutions to problems.

Skill in communicating effectively both verbally and in writing to effectively address the audience.

Ability to learn agency software systems, including CAPPS Financials (purchasing) and System of Contract Operation and Reporting (contracts).

Ability to learn laboratory organizations, business procedures, functions, roles, and responsibilities.

Ability to work independently and with a team actively supporting supervisor and co-workers in common goals and department directives.

Registration Or Licensure Requirements

Certified Texas Contract Manager (CTCM) required or must be obtained within the first year of employment

Initial Selection Criteria

At least 2 years’ experience in purchasing or contracts, including coordinating complex procurements (such as but not limited to: Request for Procurement, Request for Information, Request for Quote, etc.). Experience in providing consultative and technical assistance to management or staff Experience in customer service Experience in preparing reports Experience in developing and editing written procurement and/or contract-related materials Prefer experience in strategic planning, forecasting, or resource management. Prefer experience in working in a fast-paced and high-volume work environment Prefer experience in serving as a liaison between State of Texas program areas, and vendors Prefer experience in purchasing or contracts within the State of Texas system

Additional Information

In-basket exercises will be administered during the interview. In compliance with the Americans with Disabilities Act (ADA), HHS agencies will provide a reasonable accommodation during the hiring and selection process for qualified individuals with a disability. If you need assistance in completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview. Compliance with DSHS Laboratory Exposure Control Plan required: vaccine requirements are consistent with current Advisory Committee on Immunization Practices (ACIP) recommendations and other national guidelines for employee groups based upon job duties and tasks. Practices (ACIP) recommendations and other national guidelines for employee groups based upon job duties and tasks. All active-duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified to fill this position. https://hr.sao.texas.gov/CompensationSystem/JobDescriptions/

MOS Code

51C, 92Y, LS, SK, 3000, 2G0X1

HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work.

I-9 Form - Click here to download the I-9 form.

In compliance with the Americans with Disabilities Act (ADA), HHS agencies will provide reasonable accommodation during the hiring and selection process for qualified individuals with a disability. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview.

Top 10 Tips for Success when Applying to Jobs at HHSC and DSHS