University of Connecticut University of UC Title Fallback Connecticut

Procurement Services Senior Specialist

Payroll Title: UCP IX
Class Code: 0956-09089
Job Family: FIS
FLSA Code: E
Score: 675

JOB SUMMARY

Under the general direction of an Associate Director of Procurement Services or a designated administrator, the Procurement Services Senior Specialist is responsible for the administration of all contracting or procurement activities for goods and services for the University of Connecticut Storrs and Regional campuses.  The Senior Specialist is accountable for performing and managing the most complex tasks in their areas of Procurement expertise including contracting and purchasing; exercises greater authority to approve higher dollar value contracts and awards; and serves as primary liaison with the Offices of the Attorney General and General Counsel, outside legal counsel and senior University administrators and officials.

GUIDELINES FOR USE

The focus of the senior level position is to perform technically difficult and sophisticated work related to specialty area requiring extensive knowledge and training.  The Senior Specialist handles and mitigates unique one-of-a-kind issues or situations that can have significant consequences and is considered a subject matter expert who can work in any commodity group.  This position differs from the Purchasing Agent II by the amount of independence and delegated authority to act on behalf of the Associate Director or Director, to negotiate with vendors, and develop and establish complex procurement strategies and/or contracts.

CHARACTERISTIC DUTIES AND RESPONSIBILITIES

  1. Is accountable for performing technically difficult and complex tasks in the procurement or sourcing of commodities and/or services for the University.  Responds to unique issues and unusual situations with responsibility to minimize contractual and/or financial risks to the University.
  2. Prepares, develops, and establishes complex procurement strategies or complex contracts through vendor negotiations and consultation with University officials, project managers and departmental end-users.  Provides guidance to stakeholders and colleagues on a number of contractual issues.
  3. Acts on behalf of the Associate Director and Director as delegated regarding matters of consequence including administrative and financial management, tracking and reporting.  Manages the coordination and production of procurement or contracting compliance reports involving high-level interactions with internal and external departments and vendors.
  4. Serves as a primary liaison with the Office of the Attorney General, Office of General Counsel, outside legal counsel, vendors and contractors and; acts as a primary resource to the University community regarding statutory requirements, Board of Trustees and Attorney General Office requirements, procedures and guidelines.
  5. Directly supervises, oversees and reviews work of professional, paraprofessional, clerical and consultants; determines and delegates work assignments and work schedules to most effectively meet department/unit needs; trains and develops staff as needed.
  6. Is responsible for the review and approval of procurement and contractual documentation that is released and published by Procurement Services’ personnel, including but not limited to, direct reports.  Provides substantiating documentation.
  7. Authorizes documents, contracts bid results and/or purchase orders within financial management systems according to limits established by departmental procedures.
  8. Responsible for the preparation and legal review of contracts and agreements that are submitted to Office of the Attorney General, Office of General Counsel and outside legal counsel; drafts technical language and assists in setting legal standards.
  9. Responsible for benchmarking rates and evaluating data from peer institutions to maximize procurement opportunities for the University.  Ensures and reviews that benchmarking practices are followed within assigned commodity groups.
  10. Represents the Procurement Services Department, Associate Director and/or Director to all levels of University officials, outside agencies and vendors; attends meetings on behalf of supervisor, as designated, i.e. University-wide meetings, CHRO Commission, Department of Administrative Services, etc.
  11. Monitors and tracks spend against vendor agreements, contracts and related documents for compliance with State and Federal statutes, Board of Trustees policies, Attorney General guidelines, internal procedures formulated by the University and contract terms and conditions.
  12. Identifies errors, problems and/or issues and takes corrective actions as necessary, including but not limited to advising and documenting work of staff, conducting internal/external audits, and recommending termination of agreements and contracts.
  13. Analyzes technical data, i.e. product and pricing information, project manuals, proposals, customer satisfaction, vendor performance and compliance to prepare contracts and vendor agreements.  Establishes and maintains contractual templates/language libraries.
  14. Responsible for evaluating quality of services and makes recommendations for improvements; implements goals and establishes procedures for contract negotiation services or bidding and subsequent negotiations with vendors.
  15. Establishes internal sourcing and contracting procedures; makes changes as needed to improve efficiency and effectiveness; responsible for communicating such changes to departmental staff.
  16. Conducts training seminars for staff pertaining to University compliance for all contractual issues.  Actively serves on University committees to develop policies and procedures that enhance and promote not only the mission of Procurement Services, but also the overall mission of the University.
  17. Develops and maintains necessary requisite knowledge of contracting and procurement law, principles and practices, including federal and state statutes, the Uniform Commercial Code, the State Code of Ethics, Board of Trustees policies, Attorney General guidelines and University policies and procedures.
  18. Participates in a variety of professional procurement and contracting professional development opportunities. Prepares and gives presentations as an active participate in meetings, committees and other forums.
  19. Assist the Associate Director and Director on special projects as directed.
  20. May perform all duties defined in the Purchasing Agent series.
  1. Performs other duties as required.

MINIMUM ACCEPTABLE QUALIFICATIONS

  1. Bachelor’s degree, preferably in Business or appropriate discipline, and six years professional experience in contract law, purchasing/procurement, materials/commodities or as legal counsel, paralegal, legal assistant, law clerk or similar in a comparable environment OR an equivalency of relevant experience which includes at least nine years’ professional experience in contract law, purchasing/procurement, materials/commodities or as legal counsel, paralegal, legal assistant, law clerk or similar in a comparable environment.
  2. Knowledge of contract law and applicable federal and state procurement statutes and policies.
  3. Extensive experience and proven ability to negotiate, administer and supervise complex procurement, design and contracting documents.
  4. General working knowledge of accepted procurement practices used in a wide range of different and unique commodity groups and services.
  5. Ability to assess organization’s needs, communicate those needs to the vendor community, and evaluate contracts to determine technical compliance
  6. Demonstrated ability to identify and resolve complex contractual issues efficiently, effectively and independently.
  7. Strong supervisory, leadership, organizational, project management and planning skills with the ability to meet deadlines and facilitate solutions in a fast-paced environment.
  8. Strong interpersonal and persuasive skills with the ability to work effectively with all levels of employees and management.
  9. Excellent written and verbal communication skills.
  10. Excellent computer skills with strong technical skills to work with multiple database programs including Microsoft Access.  Knowledge of automated procurement systems (e.g. SciQuest) and reporting tools (e.g. Web Focus).
  11. Ability to travel with own transportation to visit suppliers in support of University initiatives.
  12. Ability to perform all duties defined in lower levels of the Purchasing Agent series.

PREFERRED QUALIFICATIONS

  1. Bachelor’s degree, preferably in Business or appropriate discipline, and six years professional experience in contract law, purchasing/procurement, materials/commodities or as legal counsel, paralegal, legal assistant, law clerk or similar in a comparable environment OR an equivalency of relevant experience which includes at least nine years’ professional experience in contract law, purchasing/procurement, materials/commodities or as legal counsel, paralegal, legal assistant, law clerk or similar in a comparable environment.
  2. Knowledge of contract law and applicable federal and state procurement statutes and policies.
  3. Extensive experience and proven ability to negotiate, administer and supervise complex procurement, design and contracting documents.
  4. General working knowledge of accepted procurement practices used in a wide range of different and unique commodity groups and services.
  5. Ability to assess organization’s needs, communicate those needs to the vendor community, and evaluate contracts to determine technical compliance.
  6. Demonstrated ability to identify and resolve complex contractual issues efficiently, effectively and independently.
  7. Strong supervisory, leadership, organizational, project management and planning skills with the ability to meet deadlines and facilitate solutions in a fast-paced environment.
  8. Strong interpersonal and persuasive skills with the ability to work effectively with all levels of employees and management.
  9. Excellent written and verbal communication skills.
  10. Excellent computer skills with strong technical skills to work with multiple database programs including Microsoft Access.  Knowledge of automated procurement systems (e.g. SciQuest) and reporting tools (e.g. Web Focus).
  11. Ability to travel with own transportation to visit suppliers in support of University initiatives.
  12. Ability to perform all duties defined in lower levels of the Purchasing Agent series.

Scored: 04/12/13