Position Details

　　Position Information

　　Announcement Number STAFF - VA - 24208

　　For questions regarding this position, please contact:

　　Cheri Toeniskoetter at406-994-3212 (tel: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