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    Complex Procurement Planning Specialist - Austin, United States - Texas Department of Aging & Disability Services

    Texas Department of Aging & Disability Services
    Texas Department of Aging & Disability Services Austin, United States

    3 weeks ago

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    Description

    Job Description:


    Performs highly advanced (senior-level) consultative services and technical assistance work on complex procurements for the Laboratory Business Operations Unit of the Public Health Laboratory Division.

    Serves as specialized support for specific laboratory areas, and responsible for gaining an understanding of laboratory workflows/needs in order to translate highly technical needs into layman's terms for procurement documents.

    Coordinates long-term planning and evaluation of complex procurements and contracts. Initiates required forms for complex procurements such as requests for proprietary justifications, statements of work, and emergency procurements. Coordinates complex procurement issues for further review and action. Works with lab staff to periodically review and update processes and assess/implement improvements.

    Works under limited supervision of the Complex Procurement Group Manager, with considerable latitude for the use of initiative and independent judgment.

    May train, lead, assign, and/or prioritize the work of others, which may include serving in a team lead capacity.

    Essential Job Functions:

    Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.


    EJF 1.

    (35%) Plans, prioritizes, and performs highly advanced (senior-level) consultative services and technical assistance work on complex procurements for the Public Health Laboratory Division.

    Serves as specialized support for specific laboratory areas, gaining an understanding of laboratory workflows/needs in order to translate highly technical needs into layman's terms for procurement documents.

    Guides Division staff and management in the planning and execution of complex procurements, contracts, laboratory supplies/services, and purchase order activities.

    Works collaboratively with lab staff to plan for unique lab procurements within the lab and with all related areas of the agency to avoid recurring terms and conditions issues.

    EJF 2. (25%) Coordinates long-term planning and evaluation of complex procurements.

    Initiates required forms for complex procurements including (but not limited to) requests for proprietary justifications, statements of work, and emergency procurements.

    Serves as the lead writer and editor of Statements of Work. Assesses best procurement method and associated requirements.

    Performs research in agency systems regarding contracts and procurements and creates graphs and ad-hoc reports to enable lab staff to see trends in procurement history and plan for upcoming needs.

    Establishes timelines, assists with action items, and follows up to ensure timelines are met so procurements and contracts are established on time.

    EJF 3. (25%) Coordinates and leads Division activities, planning, and special projects related to complex procurements. Coordinates complex procurement issues for further review and action. Meets with the applicable state, and/or federal staff and/or entities to address the Division's complex procurement issues. Represents the Public Health Laboratory Division leadership in meetings regarding complex procurements, when requested. Prepares related high-level briefing documents and analyses related to complex procurements. Analyzes and reviews complex procurement policies and instructions to provide comments and recommendations. Keeps abreast of complex procurement-related policy matters to ensure compliance with state & federal regulations. Serves as a liaison with division, agency, and system budget, contract, grant, accounting, legal, and purchasing staff.
    EJF 4. (10%) Works with lab staff to periodically review and update processes and assess/implement improvements.

    Communicates with Division staff and management regarding changes to agency and enterprise policies, procedures, and instructions related to complex procurements.

    Cross-trains and works with all team members in the Laboratory Fiscal & Procurement Branch to effectively maintain shared email inboxes and support customers in the usage of the CAPPS Financials system, review of purchase requisitions/purchase orders, purchase order/voucher adjustments, billing, invoices, training, the development of training materials, and other priorities established by management.

    EJF 5.

    (5%) Other duties as assigned include but are not limited to actively participating and/or serving in a supporting role to meet the agency's obligations for disaster response and/or recovery or continuity of operations (COOP) activation.

    Such participation may require an alternate shift pattern assignment and/or location. Consistently complies with DSHS Lab, local, state, and federal guidelines to ensure a safe functioning laboratory.

    Knowledge Skills Abilities:
    Knowledge of local, state, and federal laws related to purchasing and complex procurements.
    Knowledge of agency, state, and federal policies and procedures related to complex procurement activities.

    Skill in proofreading, editing, and checking work for accuracy.
    Skill in effective listening, providing training, and technical assistance to others.

    Skill in the use of standard office equipment and software applications (Outlook, Microsoft Teams, Word, PowerPoint, etc.) with a minimal intermediate skill level in the use of Excel spreadsheets.

    Skill in strategic planning and resource management.
    Skill in effective decision-making and negotiation, organization, prioritizing workflow, handling multiple tasks/assignments simultaneously, and meeting deadlines.
    Skill in evaluating, developing, and analyzing reports.
    Skill in analyzing complex issues, drawing appropriate conclusions, and initiating necessary actions to solve problems.
    Skill in planning and coordinating the work of others.
    Skill in gathering, correlating, and analyzing facts
    Skill in devising solutions to problems.
    Skill in communicating effectively both verbally and in writing to effectively address the audience.

    Ability to learn agency software systems, including CAPPS Financials (purchasing) and System of Contract Operation and Reporting (contracts).
    Ability to learn laboratory organizations, business procedures, functions, roles, and responsibilities.

    Ability to work independently and with a team actively supporting supervisor and co-workers in common goals and department directives.

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