Contract Specialist

Montana State University, United States

Updated: 3 months ago

Location: Bozeman, MONTANA

Deadline: ;

Position Details
Position Information

Announcement Number	STAFF - VA - 24208
For questions regarding this position, please contact:	Cheri Toeniskoetter at 406-994-3212 or [email protected]
Classification Title	Purchasing Agent
Working Title	Contract Specialist
Brief Position Overview	Montana State University administers professional procurement and contract administration for the four campuses, by ensuring fair competition, maximizing the purchasing value of public funds, and providing leadership and services for innovative, responsive and accountable public procurement. This position’s role is to mentor University Departments in contracting procedures, negotiate terms, and provide contract oversight and management of University contracts.
Position Number	4M1625
Department	Procurement Services
Division	University Business Services - Financial Services
Appointment Type	Classified
Contract Term	Fiscal Year
Semester
If other, specify From date
If other, specify End date
FLSA	Non-Exempt
Union Affiliation	FOCUS-MFPE
FTE	1.0
Benefits Eligible	Eligible
Salary	Commensurate with experience, education, and qualifications
Contract Type	Classified Salary
If other, please specify
Recruitment Type	Open

Position Details

General Statement	Montana State University Procurement & Contract Services provides professional purchasing and contracting services for instructional, research, and administrative components of the University. The person in this position is responsible for contract review for MSU departments across the four campuses while ensuring compliance with State, Federal and MSU laws, rules, policies and procedures. In addition, this person will assist in the training of MSU staff, review vendor agreements, and provide contract training and guidance to departments. This person is also responsible for drafting and reviewing contracts, corresponding with vendors; evaluating and implementing purchasing policy and procedures; performing administrative tasks and related duties as required.
Duties and Responsibilities	Consultation Review departmental contracted services agreements (CSAs) and departmental purchase orders (DPOs). Provide guidance and instruction to requesting department to ensure accuracy and compliance with contracting policy. Assist with preparation or prepare these forms as needed. Review vendor agreements at all dollar amounts to identify problems. Notate issues with terms and provide suggested language on agreement. Work with department and vendor to negotiate to mutually agreeable terms, collaborating with MSU Legal when necessary. Advise departments on contracting procedures. Provide day-to-day consultation and problem solving to resolve any issues. Provide consultations to departments on specialized aspects of contracting such as prevailing wage laws, warranties, workers’ compensation and independent contractor requirements, federal contract terms, and insurance requirements. Review draft contracts included on solicitations prior to release of solicitation if requested by Procurement Officers. Review Contracts and POs prior to routing for signatures to ensure accuracy. Ensure payment schedule is included and reasonable for services or goods requested. Procurement and Contracting Develop statements of work and contract terms through research. Evaluate bidder’s exceptions to University’s terms and conditions on the invitation for bid or request for proposal; negotiate deviations with vendors and requesting department, consulting with MSU Legal and UIT when necessary. Investigate reports from contract liaisons of vendor performance issues to identify any contract breeches from agreed contract terms and conditions. Review and approve all contracts to ensure contract conforms to all current laws, rules, and policies. Update contract templates and eMACs as needed. Prepare contracts on Sole Source Justification purchases. Customer Relations Participate in public forums representing Montana State University describing University contract policy for both internal and external stakeholders. These may include training sessions to departments and individual meetings with department contacts or potential vendors. Investigate complaints from departments regarding existing contracts. This includes mediation of department/vendor disputes. Assist contract liaisons with monitoring current contracts for contract compliance (i.e. security, insurances, term of renewal, etc) and assist departments with performance resolution as needed. Serve as University’s main liaison on MSU-wide contracts and monitor contract for performance with assistance from campus departments utilizing contracts. Monitoring department’s compliance with contracting policy. Educate departments on contracting requirements as needed. Research regulation to guarantee contracts are updated & in compliance with federal & state laws, administrative rules, agency policies & procedures Identify potential cost savings to the University by promoting use of state term contracts. Participate in regular meetings with MSU Legal to remain current in legal terminology and contracting policy.
Required Qualifications – Experience, Education, Knowledge & Skills	Bachelor’s degree plus one year of full time (or part-time equivalent) work experience in a customer service setting with technical document and presentation writing, research and project management skills or an equivalent combination of education and experience. Demonstrated experience in processing business transactions and preparing the associated documents with a very high level of attention to detail. Experience providing complex instructions and guidance, demonstrating strong communication skills both verbally and in writing. Experience using personal computers and extensive knowledge of and ability to use Microsoft Office (Word, Outlook, PowerPoint, and Excel). Demonstrated experience providing exceptional customer service.
Preferred Qualifications – Experience, Education, Knowledge & Skills	Knowledge of the State of Montana’s procurement processes, including Montana Code Annotated (MCA) and Administrative Rules of Montana (ARM). Experience interpreting and applying state or other government laws, and administrative rules, division or department policies. Working knowledge of Banner Finance system. Demonstrated experience delivering effective training both one-on-one and in large group settings.
The Successful Candidate Will	Have the ability to use communication and actions that are most likely to have the desired effect on individuals or a group of individuals. Be a critical thinker and be able to identify strengths and weaknesses of alternative solutions, conclusions, or approaches to a problem and apply the most appropriate course of action. Be an active listener and provide full attention to individuals inside and outside the organization, understanding various points of views, and asking appropriate questions to gather pertinent facts to arrive at a course of action. Provide leadership and be able to influence others to provide guidance to committee/team players (inside and outside the organization) for the best result. Be ethical, understanding differing points of view and being fair to the customers as well as the vendors in bidding and contracting. Communicate clearly, giving precise information to people inside and outside the organization to convey the correct agency rules/laws for the best results. Be responsive, coordinating many tasks at various stages of completion and acting in a timely manner on the tasks when others provide the pertinent information to move forward. Develop complete documentation, gathering information from relevant sources, recording information, maintaining written and electronic files and data and sharing the information appropriately. Establish and maintain interpersonal relationships that are constructive and cooperative inside and outside the organization. Be able to write effective contracts in English with knowledge of procurement/ contracting terms and clauses and when to use them appropriately.
Position Special Requirements/Additional Information	This job description should not be construed as an exhaustive statement of duties, responsibilities or requirements, but a general description of the job. Nothing contained herein restricts Montana State University’s rights to assign or reassign duties and responsibilities to this job at any time.
Physical Demands	To perform this job successfully, an individual must be able to perform each essential duty satisfactorily with or without reasonable accommodations. The requirements listed in this description are representative of the knowledge, skill, and/or ability required.
This position has supervisory duties?	No

Posting Detail Information

Number of Vacancies	1
Desired Start Date	Upon successful completion of search
Position End Date (if temporary)
Open Date
Close Date
Applications will be:	Screening of applications will begin on January 18, 2024 ; however, applications will continue to be accepted until an adequate applicant pool has been established.
Special Instructions
Diversity Statement	Montana State University values diverse perspectives and is committed to continually supporting, promoting and building an inclusive and culturally diverse campus environment. MSU recognizes the importance of work-life integration and strives to be responsive to the needs of dual career couples. In compliance with the Montana Veteran’s Employment Preference Act, MSU provides preference in employment to veterans, disabled veterans, and certain eligible relatives of veterans. To claim veteran’s preference please complete the veteran’s preference information located in the Demographics section of your profile. MSU’s Non-Discrimination Policy and Discrimination Grievance Procedures can be located on the MSU Website: https://www.montana.edu/hr/recruitment/dualcareer.html

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