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Procurement Specialist I

3 months ago

Providence, United States State of Rhode Island Full time

**Class Definition**:
**GENERAL STATEMENT OF DUTIES**:Within the Department of Administration (DOA) Division of Purchases, to perform a wide variety of procurement and contracting activities of assigned commodities; to assist in developing and administering Public Invitations for Bid and other competitive solicitations; to review routine department/agency purchase requests to ensure accuracy, completeness and compliance with existing specifications and proper purchasing procedures; to identify the need for and to obtain additional clarifying information from points-of-contact at agencies and departments; to serve as a liaison to users, vendors and/or the public regarding routine questions and problems; to provide accurate and courteous guidance on Division processes and activities; to accurately prepare purchase orders; to prepare specifications for bidding; to be individually responsible for procurement for assigned classes of products and services; and to do related work as required.

**SUPERVISION RECEIVED**: Works under the guidance and direction of a superior whose work is reviewed for conformance to statutes, rules, regulations, and policies, and for soundness of judgment and correct interpretation.

**SUPERVISION **EXERCISED**: May orient and coach Assistant Procurement Specialists; may be assigned to oversee other Procurement Specialists on a specific procurement project.

**Illustrative Examples of Work Performed**:

- Within the Department of Administration (DOA) Division of Purchases, to perform a wide variety of procurement and contracting activities of assigned commodities; to assist in developing and administering Public Invitations for Bid and other competitive solicitations; to review routine department/agency purchase requests to ensure accuracy, completeness and compliance with existing specifications and proper purchasing procedures; to identify the need for and to obtain additional clarifying information from points-of-contact at agencies and departments; to serve as a liaison to users, vendors and/or the public regarding routine questions and problems; to provide accurate and courteous guidance on Division processes and activities; to accurately prepare purchase orders; to prepare specifications for bidding; to be individually responsible for procurement for assigned classes of products and services; and to do related work as required.
- To develop and administer basic Request for Quote (RFQ) and basic Request for Proposals (RFP) Public Invitations for Bid and other competitive solicitations with supervision as required including reviewing submissions for adherence to submission guidelines. When required, prepare or revise solicitation drafts for compliance.
- To review routine department/agency purchase requests to ensure accuracy, completeness and compliance with existing specifications and proper purchasing procedures.
- To identify the need for and to obtain additional clarifying information from points-of-contact at agencies and departments.
- To serve as a liaison to agency users, vendors and/or the public regarding routine questions and problems and advice and instruct these entities on vendor registration and procurement policies and procedures.
- To provide accurate and courteous guidance on Division processes and activities.
- To review vendor quotations to determine conformance to specifications under supervision of more experienced staff.
- To evaluate bid responses to determine technical merit, responsiveness to specified requirements, and general capability and capacity of bidders, and on this basis to determine the lowest responsive price offer for the request.
- To conduct initial review of Sole Single Source or Notice of Intent submissions including gathering and ensuring proper documentation.
- To review requisitions, create bid preparation instructions, initiate bid preparation, authorize bids, analyze bid responses, award bids, initiate and release purchase orders and change orders,
- To assist user agencies in developing the documentation necessary for successful purchases and to educate users as to the options available for various types of procurement.
- To advise and instruct users and vendors with respect to use of Ocean State Procures (OSP) and/or any other digital purchasing software and platforms used in the Division including vendor registration, vendor lists, commodity lists, obtaining Master Price Agreements, bids, bid results, rules and regulations and other information. Assist with the preparation and management of electronic files for audit purposes.
- To assist junior staff with onboarding or training activities.
- To assist senior staff and do related work as required.

**Required Qualifications for Appointment**:
**EDUCATION AND EXPERIENCE**:

- Education: Possession of a high School diploma or GED; and Experience: A minimum of five (5) years of employment in a public or private organization’s business office involving the purchase and/or procureme