Procurement and Contracts Support Specialist II, III, IV - Procurement & Distribution Branch

About the role

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 I in the event of recruiting difficulties.

Responsibilities

• 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.
• 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.
• Evaluates 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.

Requirements

• Basic Education/Experience Requirements: Graduation from an accredited four-year college or university with a Bachelor’s degree.
• Experience Requirements:
  • Procurement and Contracts Support Specialist II: 1/2 year of General Experience and 0 years of Specialized Experience.
  • Procurement and Contracts Support Specialist III: 1/2 year of General Experience and 1 year of Specialized Experience.
  • Procurement and Contracts Support Specialist IV: 1/2 year of General Experience and 2 years of Specialized Experience.

Qualifications

• 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.

Skills

• Ability to elicit information orally and in writing.
• Ability to apply problem-solving methods and techniques.
• Ability to identify alternatives and use judgment in determining appropriate alternatives.
• Ability to prepare clear and concise written reports and recommendations for action.
• Knowledge of formal procurement and/or contracting methods.
• Knowledge of principles and standards for the purpose of developing, reviewing, analyzing, and auditing procurement and contracts activities.
• Ability to ensure compliance with applicable laws, policies, procedures, rules, and related requirements.

Benefits

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;
• 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.

Equal Opportunity

The Hawaii State Department of Education does not discriminate in its educational policies, programs, and activities on the basis of sex, race, color, religion, national origin, age, and disability in accordance with Title IX of the Education Amendments of 1972, Title VI of the Civil Rights Act of 1964, Section 504 of the Rehabilitation Act of 1973, Age Discrimination Act of 1975, and Americans with Disabilities Act of 1991. The Department does not discriminate in its employment policies, programs, and activities on the basis of sexual orientation, arrest and court record, and National Guard participation, as well as on the basis of sex, race, color, religion, national origin, age, and disability, in accordance with Title VII of the Civil Rights Act of 1964, Age Discrimination in Employment Act of 1967, Americans with Disabilities Act of 1991, Equal Pay Act of 1963, and Chapter 378, Part I, Hawaii Revised Statutes.

Pay

Payday: New employees can expect their first paycheck within the first 3 pay periods of their start date. Payday is on the 5th and 20th (or previous business day) of every month.

Holidays

Employees may be eligible for 13 paid holidays each year; 14 holidays during an election year.

Vacation

Employees of Bargaining Units 1, 2, 3, 4, 9, 10 and 13 earn 21 days per year.

Sick Leave

Employees of Bargaining Units 1, 2, 3, 4, 9, 10 and 13 earn 21 days per year. Accumulated (unused) credits may be used toward computing retirement benefits.

Health Insurance

If eligible, the State pays a part of the premiums for each employee's enrollment in a State sponsored Medical, Drug, Vision, and Adult Dental Plan.

Group Life Insurance

The State provides a free life insurance policy for employees and retirees.

Premium Conversion Plan

Participating employees may increase their take-home pay by having the State deduct the cost of health care premiums before payroll taxes are withheld.

Flexible Spending Accounts

Eligible employees can reduce their federal and state income taxes and social security taxes through a tax-savings benefit program.