IT Sr Procurement Officer

Job Duties

We are seeking to expand our diverse team of change makers and innovators. As a member of the VSP 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 VSP

VSP embraces inclusion and diversity in our workforce and in the protection of all people. We embrace our tradition of professionalism and excellence, and we are excited for our future as we continue our journey to become a best-in-class state government agency. We are firmly committed to our family-like culture and are seeking to expand our team.

In addition to a rewarding work experience, we offer excellent health and life insurance benefits, pre-tax spending accounts, state funded Short- and Long-Term Disability, paid holidays, vacation, tuition assistance, and a state retirement plan with options for tax-deferred retirement savings including employer matching.

VSP supports its personnel through a comprehensive, holistic Wellness Program. From our Therapy Dog, Piper, to full-time peer support, our wellness team 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 information.

•Develops Information Technology (IT) and Non-IT bid/proposals solicitations for the acquisition of goods and non-professional services with major focus on technology procurements.
•Coordinates with internal clients to develop specifications, requirements, and justifications and determine compatibility of products with current systems and equipment.
•Prepares and issues solicitations, conducts pre-bid/proposal conferences, issues addenda, analyzes/evaluates bids/proposals, conducts vendor negotiations, and awards contracts in accordance with Department and state procurement policies and regulations.
•Assists with developing, reviewing, processing, and approving sole source and emergency procurement justifications.
•Maintains a complete, up-to-date procurement files and ensure all required approvals are obtained from authorized agency representatives, Department of General Services (DGS)/Division of Purchase and Supply (DPS), Virginia Information Technology Agency (VITA), and/or Office of the Attorney General, as needed.
•Publicly posts all necessary notices in eVA.
•Processes all purchases against contracts through eVA.
•Processes end-user purchase requisitions by selecting vendors in compliance with the DGS Agency Procurement and Surplus Property Manual (APSPM), VITA Buy-IT Manual, and Department policies.
•Reviews and processes eVA purchase requisitions within delegated procurement 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, and 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 available.
•Works with end-users to develop specifications and issue Quick Quotes, unsealed Invitation for Bids (IFB’s), unsealed Request for Proposals (RFP), addenda, analyze/evaluate bids, and make awards in eVA in accordance with state procurement and contract law.
•Ensures eVA requisitions are in compliance with state purchasing rules and regulations.
•Follows up with vendors as necessary to ensure timely delivery of ordered or contracted supplies, equipment, and services to minimize disruption to operations.
•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 provides assistance to end users regarding the operation and functionality of eVA.
•Monitors contracts to assure contractual compliance and acceptable performance levels by vendors in accordance with contract requirements and Virginia Procurement Law. Communicate with the vendor to address contract concerns, develop, and implement corrective action plans, and issue cure letters as needed.
•Assigns and trains contract administrators as needed.
•Issues contract modifications as needed.
•Ensures term contracts are entered in eVA, Sourcing/Contract Management tools and monitors and tracks 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.
•Ensures high risk procurement reporting is completed.
•Processes all necessary documentation for Accounts Payable to pay against purchase orders in accordance with the Prompt Payment Act.
•Tracks and reconciles SPCC charges monthly by the due date and ensure all supporting documentation is attached to payment reconciliation in accordance with the Department of Accounts (DOA) guidelines and Department policy.
•Performs other duties as assigned by the Procurement Director and Property and Finance Management.
•Annually completes cardholder training on proper card usage, security, and procurement guidelines, electronically, within the Department of Human Resource Management’s Learning Center.
•Compliance as required by Executive Order Number Thirty-Five (2019).

Minimum Qualifications

•Considerable knowledge of and experience with governmental procurement principles, practices, and methods of procurement for various Information Technology and Non-Information Technology goods and services; of interpreting the Virginia Public Procurement Act (VPPA) and other policies and procedures related to governmental purchasing; and of developing and managing Request for Proposals (RFPs), Invitation for Bids (IFBs), and other contractual documents.
•Skill in evaluating bids and proposal specifications, terms and conditions, and cost elements of a bid/proposal; in analysis, research, and preparation of highly complex specifications, solicitations, and contract documents; in negotiating contracts; and in using Microsoft Office applications to include Word, Excel, PowerPoint and Exchange/Outlook, and performing basic computer operations in developing official documents, spreadsheets, and presentations.
•Demonstrated ability to apply research techniques for obtaining complex/technical goods and services, to analyze data, and develop reports; to plan, organize, direct and prioritize a variety of procurement processes and multiple projects; to apply analytic and problem-solving skills to develop sound, well-reasoned decisions, conclusions, and recommendations; to communicate effectively, both verbally and in writing in English; to present information and recommendations clearly and persuasively; to advise personnel and management regarding procurement processes, responsibilities, issues, and matters; to organize and maintain contract files and records; to work independently and/or as a team leader while leading procurement efforts; to maximize and execute time management and work prioritization and organization; and to develop and maintain effective and cooperative working relationships with associates, employees, managers, other departments, procurement professionals, suppliers and other public agencies.
•Graduation from high school or equivalent.
•Extensive experience with public procurement, contracting laws and state regulations.
•Demonstrated experience with complex requirements and technology related procurements, service contracts, business writing, and fiscal procedures.
•Must have a Virginia Operator's License.

Additional Considerations

•Experience in the procurement of wide variety of goods and services within state or local government is preferred.
•Certification as a Virginia Contracting Officer (VCO), Certified Public Purchasing Officer (CPPO), and/or Certified Professional Public Buyer (CPPB) are 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 . This position is open until filled. 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 ov.

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

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