State of Oregon
Procurement & Contract Specialist 3
State of Oregon, Milwaukie, Oregon, United States,
Initial Posting Date:10/31/2024
Application Deadline:11/11/2024
Agency:Oregon Liquor & Cannabis Commission
Salary Range:$5,479 - $8,415
Position Type:Employee
Position Title:Procurement & Contract Specialist 3
Job Description:
The Oregon Liquor and Cannabis Commission (OLCC) is hiring for one full-time, permanent
Procurement & Contract Specialist 3
position to serve as an effective customer liaison/business interface contact between the OLCC Divisions/Programs, field offices, and the Procurement Unit.
This position works directly for the Financial Services-Procurement Manager. The primary purpose of this position is to serve as an effective customer liaison/business interface contact between the Divisions/Programs, field offices and the Procurement Unit. The position requires development and maintenance of a strong working relationship with the Headquarter & OLCC Divisions/Programs and the field offices. The position processes complex or high risk legally binding contract documents. This person must effectively communicate, coordinate, and interact with professionals in all aspects of project development, including offering advice on priorities, procurement options, or feedback on documents submitted. The person must keep abreast of changes within the procurement processing steps, due to changes in state law, regulations, policy, or management directives, when appropriate, in support of the OLCC mission requirements.
Who are we?
The OLCC is the agency responsible for regulating the sale and service of alcoholic beverages in Oregon by administering the state's Liquor Control Act and regulating the production, processing, and sale of recreational marijuana in Oregon through the Control, Regulation and Taxation of Marijuana and Industrial Hemp Act.
The agency is comprised of three major operational programs; the Distilled Spirits Program, the Recreational Marijuana Program, and the Public Safety Program. All three programs are supported by the Administration, Financial Services, and Support Services divisions. Revenue generated from these programs helps support state and local government programs. The OLCC distributed more than $600.4 million in the last two years to Oregon's General Fund, Cities, Counties, and Drug/Alcohol Abuse Programs. This money helps fund essential services such as schools, police, and healthcare for Oregonians.
The Distilled Spirits Program oversees the distribution and sale of distilled spirits in the state. The Distilled Spirits division centrally purchases, warehouses, and distributes distilled spirits to Oregon's independently operated liquor stores. OLCC's Public Safety Program licenses and regulates businesses in the alcohol industry such as manufacturers, wholesalers, bars, restaurants, grocery, and convenience stores.
The Recreational Marijuana Program is exclusively authorized to make recreational marijuana available to consumers and licensed businesses through retail marijuana stores. The program also tracks the growing, transporting, processing, and selling of recreational marijuana products. The Public Safety Program is responsible for licensing and regulating the operation of the recreational marijuana industry in Oregon.
What are some of the supporting duties?Essential Job Expectation: The employee shall comply with all federal, state, and local laws, regulations, executive orders and ordinances. This work can involve multiple funding sources such as distilled spirits, alcohol related privilege taxes, cannabis recreational and/or medical fees, etc. In addition, the parties involved could include Treasury, DAS-Procurement, DOJ, Dept. of Agriculture, OHA, approximately 300 liquor store agents, distilleries, and approximately 2,900 cannabis licensees.Contract or Agreement Planning and Development
Develop complex and high-risk contracts and agreements with liquor and cannabis vendors to manage significant statewide revenue impactsDetermine and implement appropriate procurement methods based on agency needs and potential risks.Develop and manage contracts for specialized procurements, such as architectural and engineering services, public improvement projects, and emergency declarations, following legal and policy guidelines.Modify contract terms and provide policy interpretation during pre- and post- award phases, ensuring alignment with procurement laws and agency requirements for complex, high-risk contracts.Collaborate with technical resource staff to develop specifications, criteria for proposals and bids, and project specific requirements, translating program requirements into contract terms and creating templates or incorporating specialized requirements as needed.Recommends adjustments to scope of work based on supply chain disruptions or market fluctuations, identifying and securing alternative products and suppliers during difficult market conditions. Negotiate contract terms to minimize performance risk and to ensure the agency obtains the best price for goods or services. Conduct price analysis and recommend approval or changes. to the division manager.Post solicitations on OregonBuys. Manages Procurement process of the vendor/contractor selection process. Serve as a single point of contact for vendor/contractor questions and respond to protests from bidders by clarifying the solicitation, process and contract terms to resolve questions or issues. Make or recommend award of contract based on the outcome of the solicitation process to the highest scored responsive bidder. Resolve complex elements such as tied bids, delivery timelines or other issues based on the solicitation requirements. Determine validity of protests, terminations, and breach actions.Submit procurement requisition to DAS SPS in OregonBuys for orders over delegated procurement thresholds and provide any assistance requested.Prepare contract amendments or extensions to incorporate program requirements into agreement terms and conditions. Obtain contract signatures and issue Notice to Proceed. Maintain complete procurement files that meet auditing requirements.Identify when legal review is required and consult with Attorney General's office to obtain clarification of legal issues or the approval of contract language. Prepare and submit documents to DOJ for legal sufficiency review.Contract Administration and Technical Assistance
Explain, coach, and advise PCS2 and PCS1 on state contracting and procurement laws.Inform Procurement Manager of issues that may arise.Audit contracts to identify process strengths and weaknesses and areas of improvement or noncompliance with regulations and policies.Purchasing of Goods and Services.
Receive, evaluate and process assigned purchase requests for goods andservices.Collaborate with agency staff to create specifications to solicit written and oral competitive Request for Quotes from vendors. Create Purchase orders, update and publish opportunities and awards in OregonBuys and other tracking software utilized by agency.Evaluate Special Procurement, Sole Source and Brand Name Justification documents for reasonableness.Prepare and maintain electronic purchasing records, manuals, and files.Conduct market research, analyzing products and market trends to develop new acquisition techniques. Present findings on a variety of purchasing related topics. Update pricing in open purchase orders and track expiration dates.Review and evaluate external vendor contracts terms and conditions for potential risks or language not agreed to by DOJ. Develop strategies and provide wording suggestions to reduce the risk.What do you need to qualify? Minimum Qualifications:
Five years' procurement and contract experience related to the position such as developing and administering standard contracts, agreements, or solicitations.
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 we are looking for (Desired Attributes):
Excellent communication skills.Strong research and analytical skills.Ability to negotiate contracts and manage vendors/suppliers.Proficiency with computers, especially MS Office.Willingness to comply with all state, federal, and agency regulations while demonstrating a strong commitment to ethical financial and procurement reporting practices.Attention to detail and the ability to analyze large amounts of data.Note: You must clearly describe your experience in each area listed. Failure to provide this information may result in eliminating your application from further consideration.
What's in it for you?
Medical, vision, and dental insurance.11 paid holidays per year.8 hours of vacation leave earned per month, eligible to be used after 6 months of service.8 hours of sick leave earned per month, eligible to be used as accrued.24 hours of personal business leave per fiscal year, eligible to be used after 6 months of service.Pension and retirement programs.Click here to learn more about State of Oregon benefits.A workplace that fosters fairness, equity, and inclusion to maintain a workplace environment where everyone is treated with respect and dignity.A healthy work/life balance.How to Apply:
Internal Applicants (Current State of Oregon Employee)
- MUST apply through your employee Workday account. Please update your profile with current job history and education. In Workday, click on the Career application link, View Internal-Find Jobs, Find the position and select Apply.External Applicants
- Please visit the State of Oregon job opportunities webpage to submit your application for the position.Workday does not pull your work history from your profile; you MUST list your current work experience on your application for it to be considered. A resume will not substitute for completing the work experience section of your application.The work history and/or education section of your application must clearly demonstrate how you meet all the minimum qualifications and desired attributes listed above.Upload and attach your resume and cover letter in addition to completing your job history and education details in Workday.
Cover letters can be attached in the same section as your resume.Want to Know More? Here's some additional information:
Remote work: This position is eligible for a flexible hybrid remote work schedule, and you will be required to come into the office as needed. Remote work is evaluated periodically to ensure business needs are being met and can be adjusted at any time.The salary listed is the non-Public Employee Retirement Systems (PERS) qualifying salary. If the successful candidate is PERS qualifying, the salary will reflect the 6.95% increase.This position will be represented by the American Federation of State, County & Municipal Employees Union, Local 2505.This position serves a six-month trial service period.Applicants must be authorized to work in the United States. Applicants who require VISA sponsorship will not be considered at this time.Within three days of hire, all applicants will be required to complete the US Department of Justice Form I-9, confirming authorization to work in the United States. OLCC uses E-Verify to confirm that applicants are authorized to work in the United States.Driving: The person in this position may drive a State of Oregon vehicle. We require drivers to hold a current, valid driver's license and maintain a good driving record in order to drive.This position requires a background and security check with fingerprinting to work in areas that handle confidential documents. An adverse background and failed security clearance will result in disqualification.Helpful Tips:
Be sure to attach a resume and cover letter
. Note: Applicants who don't attach the required documents or fail to complete the "Work History" section of the application may be automatically disqualified from further consideration.
If you are concerned that the requested documents weren't attached to your application, please email a copy to Bailie.Foxworthy@olcc.oregon.gov . Material will be associated on your behalf if received before the posting deadline.Allow yourself plenty of time to complete and submit the application process.Workday will timeout after 20 minutes of inactivity.This posting closes at 11:59 PM on the close date listed.Be sure to check both your email and Workday account for updates regarding this recruitment.Workday performs best in Google Chrome.Click here for
Resources
and a
Job Support Page
Veteran's Preference:
The OLCC provides veterans' preference points to all eligible veterans. For privacy reasons, please do not attach veterans' preference documents when initially applying. You will be sent a Workday "Task" to complete once you have submitted your application. The "Task" will prompt you to provide the appropriate documentation for your Veterans' Preference point selection. For more information, please go here:
https://www.oregon.gov/jobs/Pages/Veterans.aspx
After you apply:
Log in to your Workday account before the job announcement closes to see if you have any pending tasks or actions, and make sure to complete these tasks or actions before the job announcement closes. These can be found under the "My Applications" section.
Questions/Need Help?
If you have questions about the recruitment or need assistance, please contact OLCC HR Recruiter, Bailie Foxworthy by email at Bailie.Foxworthy@olcc.oregon.gov . Please make sure to reference your recruitment (REQ) identification number in your email.
THE OREGON LIQUOR & CANNABIS COMMISSION IS AN EQUAL OPPORTUNITY, AFFIRMATIVE ACTION EMPLOYER COMMITTED TO WORKFORCE DIVERSITY
Application Deadline:11/11/2024
Agency:Oregon Liquor & Cannabis Commission
Salary Range:$5,479 - $8,415
Position Type:Employee
Position Title:Procurement & Contract Specialist 3
Job Description:
The Oregon Liquor and Cannabis Commission (OLCC) is hiring for one full-time, permanent
Procurement & Contract Specialist 3
position to serve as an effective customer liaison/business interface contact between the OLCC Divisions/Programs, field offices, and the Procurement Unit.
This position works directly for the Financial Services-Procurement Manager. The primary purpose of this position is to serve as an effective customer liaison/business interface contact between the Divisions/Programs, field offices and the Procurement Unit. The position requires development and maintenance of a strong working relationship with the Headquarter & OLCC Divisions/Programs and the field offices. The position processes complex or high risk legally binding contract documents. This person must effectively communicate, coordinate, and interact with professionals in all aspects of project development, including offering advice on priorities, procurement options, or feedback on documents submitted. The person must keep abreast of changes within the procurement processing steps, due to changes in state law, regulations, policy, or management directives, when appropriate, in support of the OLCC mission requirements.
Who are we?
The OLCC is the agency responsible for regulating the sale and service of alcoholic beverages in Oregon by administering the state's Liquor Control Act and regulating the production, processing, and sale of recreational marijuana in Oregon through the Control, Regulation and Taxation of Marijuana and Industrial Hemp Act.
The agency is comprised of three major operational programs; the Distilled Spirits Program, the Recreational Marijuana Program, and the Public Safety Program. All three programs are supported by the Administration, Financial Services, and Support Services divisions. Revenue generated from these programs helps support state and local government programs. The OLCC distributed more than $600.4 million in the last two years to Oregon's General Fund, Cities, Counties, and Drug/Alcohol Abuse Programs. This money helps fund essential services such as schools, police, and healthcare for Oregonians.
The Distilled Spirits Program oversees the distribution and sale of distilled spirits in the state. The Distilled Spirits division centrally purchases, warehouses, and distributes distilled spirits to Oregon's independently operated liquor stores. OLCC's Public Safety Program licenses and regulates businesses in the alcohol industry such as manufacturers, wholesalers, bars, restaurants, grocery, and convenience stores.
The Recreational Marijuana Program is exclusively authorized to make recreational marijuana available to consumers and licensed businesses through retail marijuana stores. The program also tracks the growing, transporting, processing, and selling of recreational marijuana products. The Public Safety Program is responsible for licensing and regulating the operation of the recreational marijuana industry in Oregon.
What are some of the supporting duties?Essential Job Expectation: The employee shall comply with all federal, state, and local laws, regulations, executive orders and ordinances. This work can involve multiple funding sources such as distilled spirits, alcohol related privilege taxes, cannabis recreational and/or medical fees, etc. In addition, the parties involved could include Treasury, DAS-Procurement, DOJ, Dept. of Agriculture, OHA, approximately 300 liquor store agents, distilleries, and approximately 2,900 cannabis licensees.Contract or Agreement Planning and Development
Develop complex and high-risk contracts and agreements with liquor and cannabis vendors to manage significant statewide revenue impactsDetermine and implement appropriate procurement methods based on agency needs and potential risks.Develop and manage contracts for specialized procurements, such as architectural and engineering services, public improvement projects, and emergency declarations, following legal and policy guidelines.Modify contract terms and provide policy interpretation during pre- and post- award phases, ensuring alignment with procurement laws and agency requirements for complex, high-risk contracts.Collaborate with technical resource staff to develop specifications, criteria for proposals and bids, and project specific requirements, translating program requirements into contract terms and creating templates or incorporating specialized requirements as needed.Recommends adjustments to scope of work based on supply chain disruptions or market fluctuations, identifying and securing alternative products and suppliers during difficult market conditions. Negotiate contract terms to minimize performance risk and to ensure the agency obtains the best price for goods or services. Conduct price analysis and recommend approval or changes. to the division manager.Post solicitations on OregonBuys. Manages Procurement process of the vendor/contractor selection process. Serve as a single point of contact for vendor/contractor questions and respond to protests from bidders by clarifying the solicitation, process and contract terms to resolve questions or issues. Make or recommend award of contract based on the outcome of the solicitation process to the highest scored responsive bidder. Resolve complex elements such as tied bids, delivery timelines or other issues based on the solicitation requirements. Determine validity of protests, terminations, and breach actions.Submit procurement requisition to DAS SPS in OregonBuys for orders over delegated procurement thresholds and provide any assistance requested.Prepare contract amendments or extensions to incorporate program requirements into agreement terms and conditions. Obtain contract signatures and issue Notice to Proceed. Maintain complete procurement files that meet auditing requirements.Identify when legal review is required and consult with Attorney General's office to obtain clarification of legal issues or the approval of contract language. Prepare and submit documents to DOJ for legal sufficiency review.Contract Administration and Technical Assistance
Explain, coach, and advise PCS2 and PCS1 on state contracting and procurement laws.Inform Procurement Manager of issues that may arise.Audit contracts to identify process strengths and weaknesses and areas of improvement or noncompliance with regulations and policies.Purchasing of Goods and Services.
Receive, evaluate and process assigned purchase requests for goods andservices.Collaborate with agency staff to create specifications to solicit written and oral competitive Request for Quotes from vendors. Create Purchase orders, update and publish opportunities and awards in OregonBuys and other tracking software utilized by agency.Evaluate Special Procurement, Sole Source and Brand Name Justification documents for reasonableness.Prepare and maintain electronic purchasing records, manuals, and files.Conduct market research, analyzing products and market trends to develop new acquisition techniques. Present findings on a variety of purchasing related topics. Update pricing in open purchase orders and track expiration dates.Review and evaluate external vendor contracts terms and conditions for potential risks or language not agreed to by DOJ. Develop strategies and provide wording suggestions to reduce the risk.What do you need to qualify? Minimum Qualifications:
Five years' procurement and contract experience related to the position such as developing and administering standard contracts, agreements, or solicitations.
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 we are looking for (Desired Attributes):
Excellent communication skills.Strong research and analytical skills.Ability to negotiate contracts and manage vendors/suppliers.Proficiency with computers, especially MS Office.Willingness to comply with all state, federal, and agency regulations while demonstrating a strong commitment to ethical financial and procurement reporting practices.Attention to detail and the ability to analyze large amounts of data.Note: You must clearly describe your experience in each area listed. Failure to provide this information may result in eliminating your application from further consideration.
What's in it for you?
Medical, vision, and dental insurance.11 paid holidays per year.8 hours of vacation leave earned per month, eligible to be used after 6 months of service.8 hours of sick leave earned per month, eligible to be used as accrued.24 hours of personal business leave per fiscal year, eligible to be used after 6 months of service.Pension and retirement programs.Click here to learn more about State of Oregon benefits.A workplace that fosters fairness, equity, and inclusion to maintain a workplace environment where everyone is treated with respect and dignity.A healthy work/life balance.How to Apply:
Internal Applicants (Current State of Oregon Employee)
- MUST apply through your employee Workday account. Please update your profile with current job history and education. In Workday, click on the Career application link, View Internal-Find Jobs, Find the position and select Apply.External Applicants
- Please visit the State of Oregon job opportunities webpage to submit your application for the position.Workday does not pull your work history from your profile; you MUST list your current work experience on your application for it to be considered. A resume will not substitute for completing the work experience section of your application.The work history and/or education section of your application must clearly demonstrate how you meet all the minimum qualifications and desired attributes listed above.Upload and attach your resume and cover letter in addition to completing your job history and education details in Workday.
Cover letters can be attached in the same section as your resume.Want to Know More? Here's some additional information:
Remote work: This position is eligible for a flexible hybrid remote work schedule, and you will be required to come into the office as needed. Remote work is evaluated periodically to ensure business needs are being met and can be adjusted at any time.The salary listed is the non-Public Employee Retirement Systems (PERS) qualifying salary. If the successful candidate is PERS qualifying, the salary will reflect the 6.95% increase.This position will be represented by the American Federation of State, County & Municipal Employees Union, Local 2505.This position serves a six-month trial service period.Applicants must be authorized to work in the United States. Applicants who require VISA sponsorship will not be considered at this time.Within three days of hire, all applicants will be required to complete the US Department of Justice Form I-9, confirming authorization to work in the United States. OLCC uses E-Verify to confirm that applicants are authorized to work in the United States.Driving: The person in this position may drive a State of Oregon vehicle. We require drivers to hold a current, valid driver's license and maintain a good driving record in order to drive.This position requires a background and security check with fingerprinting to work in areas that handle confidential documents. An adverse background and failed security clearance will result in disqualification.Helpful Tips:
Be sure to attach a resume and cover letter
. Note: Applicants who don't attach the required documents or fail to complete the "Work History" section of the application may be automatically disqualified from further consideration.
If you are concerned that the requested documents weren't attached to your application, please email a copy to Bailie.Foxworthy@olcc.oregon.gov . Material will be associated on your behalf if received before the posting deadline.Allow yourself plenty of time to complete and submit the application process.Workday will timeout after 20 minutes of inactivity.This posting closes at 11:59 PM on the close date listed.Be sure to check both your email and Workday account for updates regarding this recruitment.Workday performs best in Google Chrome.Click here for
Resources
and a
Job Support Page
Veteran's Preference:
The OLCC provides veterans' preference points to all eligible veterans. For privacy reasons, please do not attach veterans' preference documents when initially applying. You will be sent a Workday "Task" to complete once you have submitted your application. The "Task" will prompt you to provide the appropriate documentation for your Veterans' Preference point selection. For more information, please go here:
https://www.oregon.gov/jobs/Pages/Veterans.aspx
After you apply:
Log in to your Workday account before the job announcement closes to see if you have any pending tasks or actions, and make sure to complete these tasks or actions before the job announcement closes. These can be found under the "My Applications" section.
Questions/Need Help?
If you have questions about the recruitment or need assistance, please contact OLCC HR Recruiter, Bailie Foxworthy by email at Bailie.Foxworthy@olcc.oregon.gov . Please make sure to reference your recruitment (REQ) identification number in your email.
THE OREGON LIQUOR & CANNABIS COMMISSION IS AN EQUAL OPPORTUNITY, AFFIRMATIVE ACTION EMPLOYER COMMITTED TO WORKFORCE DIVERSITY