Job Description

Procurement Specialist Senior Location North Chesterfield, VA :

Title: Procurement Specialist Senior DSP01801, DSP02531

State Role Title: Procurement Officer II

Hiring Range: Negotiable and Commensurate with Experience

Pay Band: 5

Agency: Department of State Police

Location: North Chesterfield, Virginia

Agency Website: vsp.virginia.gov

Recruitment Type: General Public - G

Job Duties

The Virginia State Police is seeking a collaborative and innovative team player to serve as a full time Procurement Specialist Senior at State Police Headquarters in North Chesterfield, Virginia. This position completes goods and service procurements along with contract administration of contracts to support and ensure seamless operation of VSP and its mission. As the Procurement Specialist Senior, you will work closely with various divisions providing guidance and oversight while executing various types of procurements and contract administration in accordance with state and agency policies and procedures. This position shall have detailed knowledge completing complex procurements and detailed communication skills. We are seeking to expand our diverse team of change makers and innovators. As a member of the Virginia State Police family, you would make a difference by serving every city, county, town, resident, and visitor of the Commonwealth through supporting our vast public safety mission. Challenge yourself to make a difference today by applying for a career with the Virginia State Police! Established in 1932, the Virginia State Police has grown to be the largest police department in the Commonwealth of Virginia. As the mission of the Department has continued to expand, our workforce continues to grow. We embrace our tradition of professionalism and excellence, and we are excited for our future as we continue our journey to become best in class. We are firmly committed to our family-like culture and are seeking to expand our diverse team. We provide an outstanding benefits package, including excellent health insurance, membership in the Virginia Retirement System, deferred compensation, paid leave starting on day one, and other benefits available to Commonwealth of Virginia Employees. In addition, the Virginia State Police supports its personnel through a comprehensive, holistic Wellness Program. From our Therapy Dog, Piper, to full-time peer support, our wellness staff teaches and coaches “cognitive fitness” for all employees every step of the way. Our Wellness Program fosters a welcoming, peer-oriented, inclusive environment with the resources to support our employees throughout their entire VSP career. We are committed to providing the best so you can be at your best! Contact Human Resources for additional details.

• Develops bid/proposal specifications for the acquisition of goods and services in accordance with the Virginia Public Procurement Act, the Agency Procurement and Surplus Property Manual (APSPM), Virginia Information Technology Agency (VITA) Buy-IT Manual, and Department policies and procedures.
• Prepares and issues solicitation, conducts pre-bid/proposal conference, issues addenda, analyzes/evaluates bids/proposals, conducts vendor negotiations and awards contracts in accordance with Department policies and state procurement regulations.
• Writes sole source and emergency procurement justifications.
• Maintains a complete, up-to-date procurement file and ensures all required approvals are obtained from authorized Agency representatives, Department of General Services (DGS)/Division of Purchase and Supply (DPS), VITA, and/or Office of the Attorney General.
• Publicly posts all necessary notices in eVA.
• Processes all purchases against contracts through eVA.
• Ensures that all procurements are done in accordance with the Virginia Public Procurement Act, the Agency Procurement and Surplus Property Manual (APSPM), (VITA) Buy-IT Manual, and Department policies and procedures.
• Reviews and edits eVA purchase requisitions.
• Approves eVA purchase requisitions within delegated authority.
• Ensures appropriate back-up documentation is attached to electronic purchase order (PO) file (vendor quotes, proprietary justifications, sole source approvals, Quick Quote bid tab, vendor Certification of Insurance, mandatory source release forms).
• Ensures set-aside requirements utilizing Department of Small Business and Supplier Diversity (DSBSD) certified Micro and Small Businesses. The file must be documented if the procurement is exempted or there are no Micro or Small businesses.
• Develops specifications and issue Quick Quotes and unsealed Invitation for Bids (IFB's), unsealed Request for Proposals (RFP's), issue addenda, analyzes/evaluate bids, and make awards in compliance with state procurement and contract law.
• Makes corrections to eVA requisitions that are not in compliance with state purchasing rules and regulations or deny requisition. If requisition is denied, includes reason for rejection in the comments box on the eVA requisition.
• Follows up with vendors as necessary to ensure timely delivery of ordered or contracted supplies, equipment, and services to minimize disruption to operations.

•Monitors contracts to assure contractual compliance and acceptable performance levels by vendors in accordance with contract requirements and Virginia Procurement Law. •Communicates with the vendor to address contract concerns, develop, and implement corrective action plans, and issue cure letters as needed.

• Issues contract modifications as needed.
• Ensures term contracts are entered in eVA Contract Management and monitor and track contracts to ensure timely renewal or new procurement is completed prior to expiration.
• Reviews contract purchase orders and issue change orders as needed to close out purchase orders.
• Provides clear, concise, well-communicated procurement guidance to Virginia State Police (VSP) staff regarding the requirements for the various methods of procurement, documentation requirements, and mandatory sources.
• Provides timely response to emails and phone calls.
• Answers questions and helps end users regarding the operation and functionality of eVA.
• Processes all necessary documentation for Accounts Payable to pay against purchase orders in accordance with the Prompt Payment Act.
• Tracks and reconciles Small Purchase Charge (SPCC) charges monthly by the due date and ensures all supporting documentation is attached to payment reconciliation in accordance with the Department of Accounts (DOA) guidelines and Department policy.
• Ensures proper use of Department issued charge card(s).
• Annually completes cardholder training on proper card usage, security, and procurement guidelines, electronically, within the Department of Human Resource Management's Learning Center.
• Compliance was required by Executive Order Number Thirty-Five (2019).

Minimum Qualifications

• Extensive knowledge of Virginia Public Procurement Act and state procurement policies for the purchase of Non-Information Technology goods and services in accordance with the Agency Procurement and Surplus Property Manual (APSPM) and Information Technology goods and services in accordance with the VITA Buy-IT Manual.
• Considerable knowledge of conducting complex/technical procurements for goods and services. Skill in operating computers and using MS Office (Word, Excel, PowerPoint), other databases, and the eVA procurement system.
• Demonstrated ability to interpret and apply state procurement regulations, policies, and procedures; to plan, organize and prioritize a variety of procurement processes; to plan, organize and manage multiple projects simultaneously; to communicate effectively in English orally and in writing; to organize and maintain contract files and records; and to work independently, managing own time and work, and as a member of a team.
• Graduation from high school or equivalent.
• Valid motor vehicle operator's license.
• Virginia Contracting Associate Officer (VCA) required.
• Demonstrated experience in developing complex/technical Request for Proposals (RFPs), Invitation for Bids (IFBs), and other contractual documents; in conducting vendor negotiations and administrating contracts; in researching techniques for obtaining complex/technical goods and services; in analyzing data and developing reports; and in providing procurement guidance to agency staff regarding the requirements for the various methods of procurement.
• A Statement of Economic Interest form is required to be filed electronically prior to taking employment; and thereafter, annually on or before February 1st.

Additional Considerations

• Certification as a Virginia Contracting Officer (VCO) is preferred.
• Certified Public Purchasing Officer (CPPO), and / or

Certified Professional Public Buyer (CPPB) are preferred.

• Experience in the procurement of wide variety of goods and services within state government is preferred.

Special Instructions

A BACKGROUND INVESTIGATION SHALL BE REQUIRED OF EACH SELECTED APPLICANT Elements of the selection process include the screening of application(s); the interviewing of qualified candidate(s), to include pre-employment testing, a presentation and/or a work sample, if applicable; salary negotiation(s) if applicable; a background investigation; and a medical evaluation if applicable. The anticipated duration of the pre-employment process is determined by the successful completion of the above items. Applications, cover letters and/or resumes shall only be accepted on-line through the PageUp recruitment management system at and must be received by 11:55 P.M. on May 27, 2024. Please limit resumes to four pages and cover letters to one page. Any additional attachments received in excess of this will not be considered. PageUp provides a confirmation of receipt of your application, resume and/or cover letter submitted successfully. Please refer to your PageUp account to check the status of your application for this position. For questions, please contact the Employment Unit of the Human Resources Division at civilianemployment@vsp.virginia.gov. The Department of State Police is an Equal Opportunity Employer. Our policy is to extend opportunities to qualified applicants and employees on an equal basis regardless of an individual's race, color, gender, age, national origin, religion, citizenship status, marital status, sexual orientation, gender identity or expression, transgender status, physical or mental disability, protected veteran status, genetic information, pregnancy, parental status, political affiliation, or any other categories protected by applicable federal, state or local laws. REASONABLE ACCOMMODATIONS ARE AVAILABLE UPON REQUEST (V)alor (S)ervice (P)ride

Each agency within the Commonwealth of Virginia is dedicated to recruiting, supporting, and maintaining a competent and diverse work force. Equal Opportunity Employer

Job Tags

Full time, Contract work, Local area,

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