Procurement Specialist - Augusta, United States - Staffing Solutions Organization LLC

Description

Friday, February 2, 2024

Staffing Solutions Organization LLC (SSO), an affiliate of Public Consulting Group LLC (PCG), is focused on delighting clients with world-class managed staffing and talent consulting services. SSO is committed to a diverse workforce, which is a reflection of our clients and the people they serve.

Competitive Procurement Specialist in Augusta, ME

• Overview

An overview of the work, briefly summarizing the job, the main purpose, the objectives, and the results expected.

The Department of Health and Human Services (Department) is dedicated to promoting health, safety, resilience, and opportunity for Maine people. The Department provides health and social services to approximately a third of the State's population, including children, families, older Mainers, and individuals with disabilities, mental illness, and substance use disorders.

The Office of Child & Family Services (OCFS), within DHHS is responsible for ensuring the safety, permanency and well-being of children and families throughout Maine. OCFS fulfills its mission through: Childrens Behavioral Health Services, Child Welfare Services, Early Care and Education Services, and Operations. This position is a part of the Operations unit and is based in Augusta.

As an OCFS Competitive Procurement Specialist, you are responsible to ensure that the outsourced services needed by OCFS to achieve and maintain DHHS/OCFS strategic goals and initiatives, are translated into quality and enforceable Requests for Proposals and contracts. Through collaboration with program management, legal counsel, and staff from other Offices within DHHS (including OCFS, the Division of Contract Management (DCM), and other offices), you will write, submit, and follow through with all processes involved in the procurement of state- and federally- funded services for children and families.

• Knowledge, Skills and Certifications

Specific qualifications needed to perform the job including, necessary licenses, knowledge, skills, education, experience, training, and technical skills.

REQUIREMENTS

In order to qualify, candidates must have four (4) years of education, training and/or experience analyzing, evaluating, and developing program documentation to help support organizational activities and goals. No licenses are required.

Knowledge and Skills required:

• Strong written and oral communication skills.
• Ability to research, write, edit, and revise according to feedback, documents created through collaborative work.
• Attention to detail and excellent organizational skills.
• Ability to utilize technology and Microsoft Office including Word, Excel, and OneNote.
• Demonstrated ability to develop and plan a large-scale project.
• Ability to manage projects effectively and efficiently, including keeping project team members on task and the project on time.
• Ability to analyze program data and apply it to program quality improvement.
• Ability to prepare and present orientation and training programs.

The backgrounds of well-qualified candidates should demonstrate the following competencies:

Experience/knowledge in the provision of health and human services to children and families.

Experience/knowledge in Competitive Procurement development and coordination.

Experience with technical writing and document editing.

A knowledge of contract development, oversight, data collection/analysis, and research.

The ability to develop and implement project plans for multiple, simultaneous projects.

• Duties and Deliverable (Outline of specific job duties)

Specific duties required of the resource, as well as any expected deliverables, including necessary travel expectations.

The OCFS Competitive Procurement Specialist coordinates all OCFS Competitive Procurements (e.g. RFP, RFA, RFQ, RFI), and other procurement processes, which includes, but is not limited to, negotiation, planning, and contracting, to meet OCFS Procurement demand.

The coordination includes such activities as:

• Scheduling and facilitating meetings involving various DHHS staff for the purpose of documenting any decisions that impact RFPs/Competitive Procurements or Agreements at any stage, including, but not limited to, decisions regarding best practice, funding and financial coordination, programmatic initiative, program implementation, performance-based measures, legal advice, and other factors needed for the development, evaluation and scoring of the RFP.
• Reviewing, revising, and editing procurement documents according to the guidelines set forth by the Division of Contract Management (DCM);
• Creating and maintaining accurate records in the DCM database and developing and updating OCFS electronic records via a shared drive and OneNote; and
• Creating, improving, and maintaining OCFS reference documents to clarify and streamline the procurement processes and roles of OCFS and DCM.

This Specialist will develop long-term staffing services procurement documents (e.g. authorization forms, funding plans, and justifications), especially those that result from RFQs, and administer these agreements over their lifecycles;

• Communicate with program staff to effectively implement program requirements into service agreements;
• Communicate with DCM staff to effectively process the agreements;
• Communicate with financial staff to ensure funding lines are developed and recorded accurately (funds used are correct in amount and source), and provide monthly RFP updates to the Program Financial Officer;
• Monitor contracts to ensure provider compliance;
• Review and approve invoices in partnership with program staff;
• As indicated, review budgets for appropriate expenses;
• As indicated, analyze and monitor financial and performance contract data and communicate results to program staff.

The OCFS Competitive Procurement Specialist is responsible for maintaining information related to the RFP process, including submitted proposals, email lists, award notifications, and electronic and paper files. The specialist will develop and share expertise regarding rules, program standards, contracts, and other regulations governing the RFP process.

• Schedule

Summary of work schedule, including normal working hours, on-call expectations, allowed time off, ability to work remote.

The work schedule will be coordinated with the Procurement Manager, Rebecca Harvey. This is a forty (40) hour-per-week position, with no overtime. Preferred: This position is based at 2 Anthony Avenue, Augusta, Maine, with potential for telework up to three (3) days/week.

However, fully remote candidates will be considered.

Compensation for roles at Staffing Solutions Organization LLC (SSO) varies depending on a wide array of factors including, but not limited to, the specific office location, role, skill set, and level of experience.As required by applicable law, SSO provides a reasonable range of compensation for this role. In addition, SSO provides a range of benefits for this role.

All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, gender identity, marital status, age, national origin, protected veteran status, or disability. Staffing Solutions Organization LLC is an e-Verify participant.