Senior Contracting Officer (Procurement & Contract Specialist 3)

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Job Description:

The Oregon Department of Justice is currently seeking to hire a highly organized and detail-oriented individual as a Senior Contracting Officer (Procurement & Contract Specialist 3 (PSR3) to join the Administrative Services Division, Operations Section. Our PCS3 will serve as the Senior Contractor Officer to the procurement unit in the ASD division.  Not only will this role review requests and prepare the appropriate procurement methods and document(s) in accordance with applicable federal and state laws, but it will also interpret federal and state statutes, Oregon Administrative Rules, guidelines, and requirements, and provide advice and direction to all levels of agency staff for entering into various contracts and agreements with public entities and private businesses or individuals, and serve as a mentor the other Procurement & Contract Specialists on the team.

The Operations Section where this role will be located provides support to the agency for its purchasing and contracts of goods and services, facilities management, publications support, supply/property services, and mail services. DOJ, its divisions, sections, and units pride themselves in creating workplaces that are diverse, equitable, and inclusive. We are also an agency that supports remote work and hybrid work arrangements. As the Senior Contracting Officer, there is an expectation to work in office, however, the individual that is hired into this position will have the opportunity to be able to work from home each week. Autonomy is supported while also being offered opportunities to work in dedicated teams or partnerships across the agency. Our agency supports a healthy work/life balance and shows genuine care and respect for team members, their families, as well as their external partners. We harness a continuous desire for learning and encourage each employee to optimize their creativity, and growth in their professional and personal life.

Desired Skills, Experiences, and Attributes

• Experience with planning, negotiating, procuring, administering and closing a procurement lifecycle.

• Knowledge and application of public procurement principles, ethics, laws, rules, policies, regulations, and guidelines, especially Oregon and Federal.

• Experience meeting and conferring with management, customers/end-users, and contract providers to resolve problems and coordinate services.

• Experience ensuring accuracy in statements, spreadsheets, invoices, purchase orders, quotes, etc.

• Experience and knowledge of using OregonBuys, or a similar e-procurement system.

• Experience in Alfresco, MS Suite softwares, and Smartsheet.

• Ability to communicate at all levels of the organization effectively and professionally, and with stakeholders outside the organization.

• Experience collaborating, troubleshooting, and finding solutions to operational needs in a team environment.

• Experience delivering guidance to staff, management, customers, or the public.

• Having emotional intelligence and the ability to be creative, accepting diverse perspectives and at the same time effectively negotiating to create a win-win situation.

• Being sensitive and knowledgeable about where taxpayer’s money is going on state procurement and upholding the citizen’s trust.

• Ability to plan and perform assignments with minimal supervision.

• A positive attitude and ability to thrive in a customer-centric environment is a MUST have!

Primary Duties (in part)

• Provides input to the DPO and other Program personnel in planning, coordinating, contracting, and procurement.

• Procures goods and services within agency policy and statutory authority utilizing Request For Proposals (Competitive Sealed Proposals), Requests for Information, Requests For Quotes, Invitations to Bid, Intergovernmental Agreements, and Interagency Agreements.

• Develops contracts by translating agency need requests & requirements into written contracts, bid terms and conditions.

• Documents changes in requirements during the contracting process and prepares addenda to bids.

• Assures procurement and contracting processes comply with legal and statutory requirements.

• Evaluates bids or proposals for compliance with requirements, organizes and leads bid evaluation sessions with customers and tabulates and interprets results and makes contract awards. 

• Negotiate or assist with negotiation of contract and agreements for costs and services and carry out the life cycle of contract management.

• Develop contracts that contain a variety of different and complex elements including terms and conditions specific to the Department of Justice with multiple funding sources (GF, OF, and FF; grant funds, etc.). These requirements can include legislative, federal program, or grant specific requirements.

• Collaborates with other state agencies to develop interagency agreements and procurement contracts. Negotiate, draft, and maintain agreements for data exchanges.

• Negotiates and drafts/reviews agreements with state agencies for fee for services.

• Drafts cooperative agreements with counties and District Attorneys.

• Exercises delegation of authority/sub-delegation from DAS Procurement Services and DOJ DPO to conduct solicitation, award a contract, execute a contract, amend the contact, and conduct contract administration activities.

• Interprets funding guidelines, regulations, and policies, and proper oversight responsibility; incorporate into the development of agreements.

• Conducts frequent phone, virtual, in-person, or written communications with Assistant Attorneys General to seek advice and consult for legal review or legal sufficiency sign-off as required by policy, procedure, or law.

• Makes recommendations to management on changes to agency directives and/or procedures as needed.

• Assists agency staff with translating program requirements into contract terms and bid specifications.

• Provide input to Operations team and provide technical expertise to agency staff regarding planning, contracting, and procurement.

• Develop and maintain a database for tracking all agency contracts, agreements, their amendments, and status. Generate reports on contracts for management and provide information to respond to public records requests.

• Consult with Department of Administrative Services and Department of Justice on compliance and legal issues arising from purchasing and contract activities.

• Provide advice and training to DOJ Management and staff on laws and procedures related to all aspects of public purchasing and contracting.

• Research, identify, develop, and prepare internal procedures in order to coordinate with federal and state statutory requirements.

• Attend and participate in external stakeholder meetings, multi-agency committees, and procurement forums.

• Other duties as assigned.

Required Experience 

Research suggests that women and people of color are less likely to apply unless they are confident they meet 100% of the listed qualifications. We strongly encourage all interested individuals to apply, and allow us to evaluate the knowledge, skills, and abilities that you demonstrate, using an intentional equity lens.

• Five years procurement and contract experience related to the position such as developing and administering standard contracts, agreements, or solicitations. OR

OR

• A bachelor’s degree and two years of professional-level procurement and contract experience related to the position.

OR

• Any combination of experience and education equivalent to five years of procurement and contract experience related to the position.

What's In It For You

• Work where individual contribution matters and is recognized, where creativity and accomplishment are rewarded.

• Opportunity to expand your professional skills.

• Vacation, sick leave, 11 paid holidays a year, and special days off.

• Excellent medical, dental, and vision benefits.

• Pension and retirement programs.

• Advancement opportunity.

• Endless peer and management support, and representation by the Service Employees International Union (SEIU).

For more information about our benefits, you can learn here.

Application Process

Candidates from diverse backgrounds are encouraged to apply.  The Department of Justice is an equal opportunity employer, does not discriminate based on race, color, national origin, ethnicity, veteran, gender, sexual orientation, religion, age or disability, and is committed to workplace diversity.

• Click "Apply" and complete the online application and all supplemental questions.

• Attach your resume.

ALL APPLICANTS: You will only have one opportunity to upload the required resume and optional cover letter. Drag and drop both resume and cover letter into Workday when prompted to upload your resume. If you are concerned that one or both documents didn't attach to your application, if you need an accommodation under the Americans with Disabilities Act (ADA), have questions, or need assistance with the application process, please contact [email protected]. Any materials emailed will be associated on your behalf if received before the posting deadline.

CURRENT STATE EMPLOYEES: Login to Workday using your state-issued login and apply via the Jobs Hub Worklet located on your home page. Using a private account disrupts the hiring process for all internal candidates. Prior to clicking "Apply", update your employee profile to reflect your Education, Skills, and Job History (including your current job). ​

For more information about working for the Department of Justice and application assistance, you can learn here. 

Oregon Department of Justice 
1162 Court St NE 
Salem OR, 97301 
[email protected] 

Phone: (503) 947-4328 
Fax: (503) 373-0367