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AGENCY PROCUREMENT SPECIALIST II

Contracts Manager and Procurement & Contract Specialist

Recruitment #17-000849-0009

Introduction

This recruitment is for two different positions, a Contracts Manager and a Procurement and Contract Specialist.

GRADE

15

LOCATION OF POSITION

Department of Human Services

Child Support Administration

311 W. Saratoga Street

Baltimore, MD 21201

Main Purpose of Job

Contracts Manager

This position procures service contracts, inter-agency agreements and grants that are used to collect child support payments; establishes paternity and enforce child support orders; collects child support arrears from non-custodial parents; and establishes and enforces medical support orders and non-custodial parent employment programs. The incumbent in this position is also responsible for all functions related to compiling, researching, analysis, feasibility of a potential Contract/Agreement, soliciting of contract services, evaluating Request for Proposals (RFPs), reviewing contract terms and corrective actions, reviews of contract awards, and monitors contract deliverables, terms and conditions.

Position Duties:

This position prepares contracts management plans, oversight of contract review process to ensure that contracts are procured timely, and monitors for compliance in accordance with Federal and State regulations; solicits contractual services needed by CSA central office and/or local child support agencies to establish and enforce child support and medical support obligations; collects and disburses child support payment using the competitive procurement process in accordance with Title 21 procurement regulations, DHS policies and CSA procedures or using DHS and CSA Exempt contract procedures for procuring Intergovernmental Agreements; prepares Requests for Proposals (RFPs), Invitations for Bid (IFB) or Intergovernmental Agreement (IGA) specifications and other documents required in soliciting contract services; leads Integrated Project Management (IPM) Team meetings in preparing specifications for RFPs and IFBs; participates on various committees to review and recommend prospective bidders for contract award in response to RFPs, IFBs or IAGs; provides customer service to both internal and external customers that meet or exceeds the standards set by the Department; manages contracts and IGA by monitoring contractor performance, reviewing and approving invoices, identifying deficiencies, requiring, approving corrective action plans and assessing any penalties provided for under the contract; reviews invoices to ensure that items billed are provided for in the contract; verifies end-of-year closing invoices to ensure that correct amounts are accrued for payment; reviews and recommends for approval or disapproval of grants and contracts deliverables; returns deficient deliverables to contractor which require appropriate corrective action; and other duties as assigned.

Procurement and Contract Specialist

This position is responsible for soliciting contract services, evaluating proposals, negotiating contract terms and corrective actions, recommending contract awards, and monitoring contract terms and conditions, and Minority Business Enterprise (MBE) reporting and monitoring. The incumbent in this position provides assistance with all functions related to purchasing activities of CSA Central, Baltimore City Privatized Office of Child Support Enforcement (BCOCSE), Baltimore City Special Counsel Unit, and State Disbursement Unit while assisting other CSA Program Specialists and Contract Managers in the solicitation and execution of service contracts procured via competitive/exempt Contracts and Agreements according to Maryland's Title 21 State Procurement Regulations.

Position Duties: 

This position maintains, implements rules, regulations, standards, and controls for carrying out and completing work assignments within the contracts and procurement program; monitors contracts and services consisting of Contracts/Agreements utilized by the Agency (i.e., Competitive, Inter Governmental Agreements (IGAs), Memorandums of Understandings (MOUs), Memorandums of Agreements (MOAs), etc.); assists in the development of annual reports and maintains reporting documentations on behalf of the agency; assesses and monitors contractor performance; reviews and approves invoices; identifies deficiencies, notates required corrective action plans and suggests penalties provided for under the contract; prepares Requests for Proposals (RFPs), Invitations for Bids (IFBs) and IGAs required in soliciting contract services; and co-chairs Integrated Project Management Team meetings for preparing specifications for RFPs and IFBs; evaluates proposals submitted in response to RFPs, IFBs or IGAs; negotiates with IGA providers and participates in developing issues used by the procurement officer; prepares contracts for IGG and obtains provider signature; submits contracts for review and approval through CSA and DHR processes; submits approved IGA to Executive Director for execution; distributes executed contract as provided for in the CSA internal procedures; utilizes the Advance Purchasing and Inventory System (ADPICS) and the Financial Management Information Systems (FMIS) to obtain and provide updated financial data on CSA contracts/agreements, purchased goods, services and commodities; develops and maintains excel spreadsheets for expenditure tracking of goods, services and commodities; and reviews invoices to ensure items billed are provided for in the contract to obtain validation for processing invoices for payment; monitors contract/agreement budgets, fiscal performance and resource allocation; obtains monthly MBE reports from MBE contractors and appropriate CSA program staff; enters MBE reporting data into FMIS/ADPICS system; reviews MBE reports to ensure prime contractor and sub-contractor compliance is maintained according to the terms of the contract; develops and maintains a contract/ procurement purchasing management plan for the purpose of ensuring that contracts and goods are procured timely; monitors for compliance in accordance with State regulations and CSA internal procurement and contract management procedures; and establishes and coordinates interface relationships between contractors or providers of services and local child support agencies in order to ensure that the service needs of the local agencies and their customers are being met in accord with contract provisions.

MINIMUM QUALIFICATIONS

Education: A Bachelor’s Degree from an accredited college or university.

Experience: Two years of experience in contract management or procurement involving duties such as: soliciting, evaluating, negotiating and awarding contracts and ensuring compliance with governmental procurement laws, regulations and conditions.

Notes:

1. Candidates may substitute professional or paraprofessional contract management or procurement experience on a year-for-year basis for up to four years of the required education.

2. Candidates may substitute additional graduate education at an accredited college or university at the rate of thirty credit hours for each year of the required experience.

3. Candidates may substitute the following written certifications, obtained through passing an examination: Certified Public Manager from the National Association of Purchasing Management; Certified Professional Contracts Manager from the National Contract Management Association; Certified Public Purchasing Officer or Certified Professional Public Buyer from the Universal Public Purchasing Certification Council (National Institute of Governmental Purchasing, Inc. or National Association of State Purchasing Officers) for the required education.

4. Candidates may substitute U.S. Armed Forces military service experience in Contracting and Industrial Management classifications or specialty codes in the Procurement field of work at a rate of one year of military experience for the required experience.

SELECTIVE QUALIFICATIONS

Applicants must meet the Selective Qualification to be considered.  Include clear and specific information on your application regarding the qualification.

If you are not using graduate credits to substitute for all the experience, you must have one year of experience creating and maintaining Excel procurement spreadsheets for expenditure tracking and reporting of goods, services and commodities.

DESIRED OR PREFERRED QUALIFICATIONS

The ideal candidate will possess the following:

1. Experience with FMIS, ADPICS, RSTARS, and Microsoft Office software for word processing and spreadsheets.

2. Previous employment experience with State of Maryland government.

3. Strong problem-solving tactics demonstrated via written and oral communications.

4. Strong time management skills demonstrating flexibility with prioritizing and multi-tasking effectively in a busy environment.

LICENSES, REGISTRATIONS AND CERTIFICATIONS

Employees in this classification may be assigned duties which require the operation of a motor vehicle. Employees assigned such duties will be required to possess a motor vehicle operator’s license valid in the State of Maryland.

SELECTION PROCESS

Please provide sufficient information on your application to show that you meet the qualifications for this recruitment. All information concerning your qualifications must be submitted by the closing date. 

Successful candidates will be ranked as Best Qualified, Better Qualified or Qualified and placed on the employment (eligible) list for one year.

The resulting certified eligible list for this recruitment may be used for similar positions in this or other State agencies. 

EXAMINATION PROCESS

The assessment may consist of a rating of your education, training, and experience related to the requirements of the position.  It is important that you provide complete and accurate information on your application.  Please report all experience and education that is related to this position. 

For education obtained outside the U.S., a copy of the equivalent American education as determined by a foreign credential evaluation service must accompany the application. 

All information concerning your qualifications must be submitted by the closing date.  We will not consider information submitted after this date.

BARGAINING UNIT STATUS

The incumbent in this position is a member of a covered bargaining unit and will be required to pay a bi-weekly service fee to the exclusive representative of the bargaining unit.

BENEFITS

FURTHER INSTRUCTIONS

Online applications are STRONGLY preferred.  If you are unable to apply online, please send your paper application and supplemental questionnaire (if applicable) to:

Maryland Department of Human Services

Examination Services Unit

Attention: Leslie Wigfield

311 W. Saratoga Street, First Floor

Baltimore, Maryland 21201

Or fax requested information to: 410-333-0882; Email leslie.wigfield@maryland.gov: Voice 410-767-7316, toll-free: 1-800-332-6347.

Do not submit unsolicited documentation.

The paper application must be received by 5 PM on the closing date for the recruitment. 

TTY Users: call via Maryland Relay, 1-800-925-4434.

As an equal opportunity employer Maryland is committed to recruiting, retaining and promoting employees who are reflective of the State’s diversity.

Bilingual applicants are encouraged to apply.

We thank our Veterans for their service to our country, and encourage them to apply.




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